Laboratory Administrative Manager, NOMIS Center for Immunobiology and Microbial Pathogenesis

Provides general administrative (executive level) support to the PI and affiliated lab group including lab management, grant writing, editing and general administrative assistance. Manage and administer program activities for Centers and large NIH grants. Uses initiative, resourcefulness and good judgment to handle a wide variety of administrative and support duties such as project management, addressing inquiries, maintaining filing systems, processing paperwork, composing correspondence and coordinating meetings and travel arrangements. Serves as liaison to administrative units (Payroll, Human Resources, IT, etc.).

Works both independently and as a team member. With limited guidance, prioritizes and executes responsibilities, applies experience & judgment to make decisions or resolve complex issues beyond the scope of defined standard protocols. May provide some assistance/and or guidance to lower-ranked administrative support staff.

ESSENTIAL FUNCTIONS

(60%) Executive Level Administrative Support to Faculty

• Establishes priorities and organizes workload to meet deadlines. Develops and maintains calendaring, emails, and project management system to ensure that Faculty receives adequate reminders of approaching deadlines, and that deadlines and objectives are met. Manage and administer program activities for Centers and large NIH grants.

• Communication: Oversees and participates in the distribution of communications and information to the lab group members, NOMIS Center members and T32 Fellows and associated faculty.
  
  
  
  • Manages sensitive incoming communications. Reviews, analyzes and determines appropriate next step in processing/routing. Uses independent judgment and discretion as to the type and level of dissemination of information to various lab members.
  • Serves as liaison with other departments including Grants, Accounting, HR, Admin Services, and Facilities Services to ensure appropriate services are provided.
  
  
  
  

• Calendars/Scheduling: Maintains calendars for multiple principal investigators and arranges meetings and meeting locations, both virtual and in person.

• Travel Planning: Arranges all work-related travel for faculty and ensures all logistics are confirmed well in advance of the trip. Processes reimbursements for travel and other expenses.
  
  
  
  • Develops travel itineraries for national and international meetings; arranges all aspects of travel, transportation and meeting participation (such as electronic abstract submissions) through final reimbursement. Conference, meeting, and event planning including coordinating seminars, conferences and other meetings including site/facilities selection and procurement, catering, scheduling and speaker arrangements.
  
  
  
  

• Obtains authorizations and completes pre and post-travel forms as required by the Accounting Department. Books transportation, hotel, and meeting registrations for lab members. Tracks prepayments and reimbursements.

• Faculty CVs: Maintains faculty CVs and NIH biosketchs up-to-date. Prepares and maintains biographies, statements of research, bibliographies, copies of new publications, lists of publications, and curriculum vitae for faculty and research staff.

• Lab Hiring & Interviews: Coordinates processing and screening of applicants with Human Resources. Coordinates interview scheduling and candidate visits related to the recruitment of lab staff. Arranges air travel, ground transportation, hotel and meals. Coordinates room reservations for events. Creates and disseminates announcements and visitor events.

• UCSD Liaison: Creates, maintains and updates required documents associated with UCSD adjunct appointments of faculty.

Organizer of Grant Submissions and Team-Project Grant Support:

• Type correspondence, documents, scientific proposals and grants, reports, and manuscripts. Composes, proofs, edits as needed. Scans, formats and amends images or text for final Power Point presentations.
• Creating and updating PowerPoint presentations for research needs.
• Uses spreadsheet and database software to develop and maintain a variety of databases.
• Coordinate infographics for print, web, video and other communication avenues.
• Competes standard general administrative duties such as photocopying, filing, mail sorting and distribution, maintenance of lab bulletin boards, etc.
• Arranges for shipments of laboratory supplies and documents as needed.
• Maintain alumni database of post trainee work experience.
• Coordinates payments for any publication costs
• Manages annual progress reports for NIH grants. Identifies and collects information on research award and grant opportunities and disseminates materials as appropriate. Tracks application process to ensure that deadlines are met.
• Schedules meetings with investigators and other administrative staff to ensure grant checklist and all sections of grant are given assignments and completed by agreed upon deadlines.
• For collaborative grants and multi-PI grants, schedules and organizes joint lab meetings and records collaborative activities.
• Oversees procuring and ensuring accuracy and completion of administrative documents for grant submissions including budget justifications, training plans, letters of support and other required documents.
• Works with Grants office to ensure Budgets and Budget justifications are completed
• Obtains metrics and data as needed for grant recording purposes
• Uploads documents to NIH portals and other grant portals

(7%) Lead Administrator on NIH T32 Cancer Heterogeneity, Immunity, and MicroEnvironment (CHIME)

• Serves as lead administrator for T32 NIH training grant and organizer for T32 Annual Cancer Symposium, educational curriculum and other events throughout the year.

• Coordinates and plans annual meetings with EAB

• Manages annual progress reports for the NIH T32 grant. Identifies and collects information on research award and grant opportunities and disseminate materials as appropriate. Tracks application process to ensure that deadlines are met.

• Collates and formats annual progress reports of the T32 Fellows.

• Ensures records of all T32 Fellows and works with HR/Postdoctoral office to ensure record keeping of all postdoc applications to Salk and filling of trainee information into X-TRAIN. Works with the librarian to maintain records of publications of Salk postdocs and applicants for T32 recording purposes.

• Helps to advertise and organize Request for Applications (RFAs) and the review of new T32 Fellows applicants periodically throughout the year.

• Works with Grants office to ensure compliance of T32 trainees on NIH reporting.

(5%) Lead Administrator for NOMIS Center for Immunobiology and Microbial Pathogenesis

• Serves as lead organizer for NOMIS Center seminar series and other Center events and symposiums.
• Sends out bi-weekly announcements of NOMIS Center events
• Helps to advertise and organize Request for Applications (RFAs) and the review of new NOMIS Center Postdoctoral Fellows every two years.

EXPERIENCE

Required:

• Minimum of 5+ years of increasingly complex, general, administration support, preferably in an academic environment.
• Proven experience in writing/editing general correspondence and miscellaneous documents as well as experience with drafting, editing, and solid proofreading abilities (grammar, punctuation, spelling and presentation).
• Outstanding organizational and time management skills, able to set up work-flow processes, prioritize, and particular attention to detail.
• Demonstrated administrative success with proven ability to analyze, interpret and apply management principles and practices for a large, multi-disciplined organization.
• Ability to multi-task and work efficiently and communicate well on status of activities.
• Demonstrated experience with a wide range of computer software including multi-media, relational database, spreadsheet, and word processing programs. Proficiency with office equipment, computers, and Microsoft Office Suite.
• Fund management experience with external funding sources (e.g. federal, state, voluntary health agencies and private foundations) in a higher education and/or non-profit research environment.
• Thorough knowledge of common office management procedures and practices including complex travel arrangements, calendaring, meeting planning, expense reporting, purchasing and inventory management.
• Experience carrying out assignments with minimal instruction.

Preferred:

• Project management and NIH grant submission experience. Familiarity with federal and state grant rules and processes.
• Prior experience in a research and/or academic environment.
• Management level administrative support experience.
• Experience in creating PowerPoint presentations and creating infographics in various material.
• Prior software implementation and project management experience.

EDUCATION

Required

• Bachelor's degree or equivalent combination of education and work experience.

SKILLS AND ABILITIES

Required

• Demonstrated knowledge of statistical principles and demonstrated ability to do statistical data analysis and interpretation. Demonstrated skills in financial planning, budget analysis, preparation, and maintenance.
• Demonstrated analytical skills, including the ability to independently and accurately research, compile, organize, calculate and analyze various types of information, documents, situations and problems to define issues and the ability to formulate and produce concise reports and effectively present information.
• Ability to analyze large quantities of financial data, extract pertinent data, compile, analyze and present data effectively and ability to prepare accurate financial reports. Skill in budget preparation, spending pattern analysis. Familiarity with budget justifications, data submissions and other documents related to Federal and private foundation grants and contracts.
• Excellent oral and written communication skills utilizing sound judgment, tact, diplomacy, political astuteness, and a recognition of situations requiring confidentiality. Skill and ability to interact professionally and productively with diverse groups including foreign nationals, the business community, faculty, staff, and students.
• Demonstrated skill and ability to provide executive level administrative support in anacademic research setting with the demonstrated skill and ability to provide analysis and/or evaluation leading to the development or improvement of administrative policies, procedures, and practices. Demonstrated ability to creatively and analytically resolve problems, make recommendations and projections, and implement new procedures when appropriate.
• Demonstrated ability to independently evaluate administrative goals, prioritize plan for implementation, establish timeline, secure and oversee the participation of appropriate contributors, organize materials and ensure quality product within established deadlines.
• Excellent English language skills including a superior knowledge of appropriate vocabulary usage, composition (spelling and grammar), editing, proofreading, and knowledge of various report and journal styles. Ability to read and comprehend college-level and post-graduate level materials and extract information as needed.
• Skill and ability to prepare and/or incorporate complex and original computerized reports, charts, tables, graphs, slide and other materials.
• Experience with standard business office equipment such as photocopier w/ duplex and collate functions, fax machines, PowerPoint projectors, etc.
• Hands on experience with the submission of pre, post and renewal grant proposals. Ability to learn and maintain awareness of scientific projects in support of grant writing duties.
• Experience in all aspects of coordinating meetings and conferences, including site selection, catering, audiovisual services, travel arrangements, purchasing, honorarium, travel reimbursements etc.
• Demonstrated experience in arranging international travel.
• Broad understanding of the organization and requirements of the Salk Institute for Biological Studies, including budgetary and other issues, so that accurate communications with these entities are facilitated.
• Knowledge of Salk policy and procedures related to fiscal administration (including travel, entertainment and purchasing), academic research appointments, visas, and intellectual property.

The salary range for this position is $67,500-$99,204 annually.

SPECIAL CONDITIONS OF EMPLOYMENT

• Must be willing to work in an animal-related research environment.
• Able to occasionally work a flexible schedule based on workload and deadlines.
• Must be able to work occasional overtime.
• Position may require working in multiple physical locations on campus.
• Must be comfortable reporting to supervisor(s) remotely due to physical work location and supervisor's travel schedule.
• Must be able to maintain confidentiality.
• Successful completion of the Institute's background investigation.

PHYSICAL REQUIREMENTS/MENTAL ACTIVITIES/ENVIRONMENTAL CONDITIONS

The incumbent in this position will be constantly grasping, keying, sitting, and working indoors.