Southern California HERC

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

(75%) Cancer Center Administrator

This position is responsible for assisting the SCC Director and Executive Director with administrative management of SCC activities and plays a key functional role in the 5-year renewal application process, annual progress reports, and financial management and tracking of the NCI P30 Cancer Center Support Grant (CCSG). The SCC Admin ensures appropriate administrative and financial management of the CCSG and institutional research training grants, as well as various other Cancer Center components. Working closely with the SCC Director, Executive Director, and Senior Leadership, the SCC Admin will support collaborative growth opportunities in cancer research by coordinating and facilitating collaborative programmatic federal applications. This position will also spearhead efforts towards education, training, and

diversity outreach for the SCC consistent with the requirements of the NCI CCSG. The SCC Admin will participate in all SCC events, including scientific meetings, retreats, external and internal advisory board meetings. The SCC Admin is responsible for tracking and reporting post-award aspects of the grant to facilitate budget planning, analysis, and financial oversight for CCSG-supported programs such as shared resource cores, pilot grants, and developmental efforts.

Cancer Center Activities: With direction from SCC Director and Executive Director, the SCC Admin is responsible for the administrative, fiscal, and operational management of the Center. Duties include:

• Attend all scientific Program and Executive Committee meetings (once quarterly, one monthly)
• Assist with planning annual External Advisory Board meetings.
• Compile and present pertinent information on budgets and shared resources to the Director prior to External Advisory Board meetings and as needed.
• Assist with planning and attend the SCC annual off-site retreat.
• Circulate the Request For Applications (RFA) for Pilot Grant awards funded by the CCSG Pilot Grant programs. Assist in the review process, set up accounts, and distribute funds to recipients. Track budgets and request progress reports.
• Tracks CCSG support for services, supplies, and salaries to all CCSG members and personnel.
• Serve as point of contact with NCI and AACI for all website and other SCC promotional activities.
• Manage and update the content on the Salk Institute SCC external website.
• Serves as an additional administrative liaison between the Salk SCC and local partners (UCSD Moores Comprehensive Cancer Center and the Sanford Burnham Prebys Cancer Center) to organize and plan annual retreats and the Curebound Pilot Grant program.

CCSG Application Process: Work directly with SCC Director & Executive Director to complete and submit the NCI 5-year competitive renewal CCSG application.

• Aid in preparation of the grant proposal by reviewing and updating application guidelines. Complete financial and administrative forms, request and prepare institutional letters of support, check accuracy of budgets, assemble and index the application and ensure timely delivery to the funding agency.
• Direct administrative staff on grant application guidelines. Ensure that all fonts, margins, pagination, and order of text are correct and in accordance with agency guidelines for proposal submission.
• Support Senior Leadership in the format of scientific sections of the grant application. Help create content and templates for site visit presentation of scientific programs.
• Edit biosketchs and publications lists for all key personnel of the Cancer Center.
• Communicate grant requirements to the CCSG-supported Shared Resource Core directors. Collect pertinent information from core directors, including budgets, recharges, and usage figures.
• Set guidelines for and organize site visit presentations, tours, and displays.
• Work with Office of Technology Development to track new discoveries and technologies stemming from SCC member research.
• Assist Director and EC with response to Administrative Review letter, including reviewing all external support tables, budgets, and data of Shared Resources.
• Review all materials collected for the Site Visit, including updated bio sketches, instrument logbooks and records of shared resources, minutes or reports of external and internal advisory committees, institutional data and safety monitoring plan, IACUC protocol compliance and updated Standard SCC information.
• Be available to attend the NCI Site Visit Administrative Reviewer session and be familiar with SCC membership and how the CCSG supports all members. Possess facility to describe Shared Resources, including user access, protocols, instrumentation, recharge rates, the percentage of SCC members using the resource and the discounts or other benefits they receive.

Post Award CCSG Management:

• Review and communicate current instructions and formatting for the annual Research Performance Progress Report (RPPR) to Senior Leadership and Shared Resource Core Directors. Responsibilities with preparation of RPPR include:
  • Provide updated status of Core Resources.
  • Update publication lists; identify internal and external collaborations; proactively assist with Shared Resource acknowledgment/citation with CC members.
  • Assist with developing content for the Developmental Funds, Administrative Core, and Shared Resource Scientific Core sections of the application.
• Manage and track all aspects of the CCSG budget. Communicate operational budget surplus/deficit and work with Research Accounting to assure fiscal and agency compliance.
• Provide financial information, analysis and planning for CCSG-supported programs, including Shared Resources, Pilot Grants, and Developmental Funds efforts.
• Serves as liaison for the SCC to the Institute’s administrative departments regarding all aspects of the SCC Shared Resources to ensure continuing cancer centric support and access.
• Assist the Institute Executive Director for Research Operations to ensure CCSG supported Shared Resources compliance with CCSG guidelines.

(25%) 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.

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 an academic 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.

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.

The expected pay range for this position is $67,500 to $99204 per annum.
Salk Institute provides pay ranges representing its good faith estimate of what the institute reasonably expects to pay for a position. The pay offered to a selected candidate will be determined based on factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, geographic location, and external market pay for comparable jobs.

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.