Lab Administrative Manager

The Lab Administrative Manager provides high-level administrative support to the Principal Investigator (PI) and affiliated lab group, overseeing lab management, grant writing, and general administrative functions. This role manages and administers program activities for Centers and large NIH grants, utilizing initiative, resourcefulness, and sound judgment to handle diverse responsibilities, including project management, grant submission coordination, addressing inquiries, maintaining filing systems, processing paperwork, composing correspondence, and coordinating meetings and travel arrangements. Additionally, the position serves as a key liaison to Institute administrative units such as Payroll, Human Resources, and IT, as well as the Institute lecture series.

Working both independently and collaboratively, the Lab Administrative Manager prioritizes and executes responsibilities with minimal guidance, applying experience and judgment to make decisions and resolve complex issues beyond standard protocols. In partnership with the Lab Manager, this role provides oversight of laboratory operations and administrative support functions. May also provide mentorship, guidance, and support to administrative support staff as needed.

Who We Are

The Salk Institute is an internationally renowned research institution that values all members of our scientific community. We seek bold and interactive leaders passionate about exploring new frontiers in science. Our collaborative community embraces perspectives across discipline, professional acumen, and unique life experiences, fostering innovation, and a sense of belonging. Together, we strive to improve the wellbeing of humanity through groundbreaking research.

Founded by Jonas Salk, developer of the first safe and effective polio vaccine, the Institute is an independent, nonprofit research organization and architectural landmark: small by choice, intimate by nature, and fearless in the face of any challenge. Salk's vibrant community has many talented individuals from varied backgrounds, each playing a crucial role in driving our mission forward. From visionary leaders to dedicated administrators and brilliant faculty members, the Institute is united by a shared passion for scientific exploration and innovation. 

What Your Key Responsibilities Will Be

• Administrative Management
  • Establish priorities and organize workload to meet deadlines.
  • Develop and maintain a calendaring or project management system to ensure the PI receives timely reminders for deadlines and objectives.
  • Ensure the PI is prepared for meetings, conferences, and other events with necessary materials and information.
  • Establish and maintain effective relationships with employees and stakeholders to support Institute goals.
  • Identify, anticipate, and independently resolve administrative issues whenever possible.
  • Draft and manage correspondence requiring discretion, judgment, and confidentiality.
  • Oversee and facilitate communication and information distribution among lab members.
  • Serve as the primary liaison with internal departments, including Finance, RACT (Research Accounting), Grants Administration, and HR.
  • Maintain and update documents related to the PI’s adjunct appointments and faculty activity records.
  • Track and maintain databases of alumni (postdoctoral and graduate students) work experience.
  • Organize and maintain publication libraries, including coordinating payments and creating distribution PDFs.
  • Perform general administrative duties such as filing, mail sorting, maintaining lab bulletin boards, and ordering office supplies.
  • Develop and coordinate travel itineraries, including transportation, lodging, and reimbursements.
  • Plan and coordinate seminars, conferences, and other meetings, including scheduling, catering, and speaker arrangements.
  • Manage candidate interview scheduling and visits for lab staff, graduate students, and postdoctoral trainees in coordination with HR.
• Fund Management
  • Maintain and track financial expenses in collaboration with the Research Accountant.
  • Monitor and report changes in personnel, pay rates, and pay distributions.
  • Accurately allocate expenditures to appropriate grants and funding sources.
  • Utilize appropriate systems and tools for financial reporting, reimbursements, and purchases.
  • Conduct quarterly financial reviews with RACT and the research accountant.
  • Investigate and report on financial discrepancies as needed.
• Research, Grants, and Award Support
  • Manage, compile, and submit grant proposals in accordance with Institute and sponsor deadlines.
  • Identify and track submission deadlines for grants and reports.
  • Create clear task lists and timelines for the PI to ensure compliance with grant application guidelines.
  • Prepare draft budgets, obtain PI approval, and work with the Grants Department to finalize submissions.
  • Track, receive, and compile materials from external collaborators for grant submissions.
  • Maintain records of grant approvals, progress reports, and financial reporting data.
  • Keep an updated repository of essential grant-related documents (CV/BIO, awards, funding history, facilities list, etc.).
• Institute and External Conference and Symposium Support
  • Oversee the planning and execution of the Gage Lab Symposium, a two-day event with ~25 speakers, ~35 abstract presenters, and ~200 attendees. This symposium occurs every three years (or whenever the Society for Neuroscience Annual meeting takes place in San Diego)
  • Manage venue selection, catering, audiovisual setup, and logistical coordination.
  • Work with the Events Department on registration, abstract submissions, and catering needs.
  • Coordinate with catering vendors to finalize menus and service arrangements.
  • Attend the symposium, oversee registration, check-in attendees and speakers, and manage on-site logistics.
• Performs other related duties as assigned by management.

What we Require

• Minimum of 5 years of increasingly complex, general, administration support, preferably in an academic environment.
• Bachelor's Degree (BA) from four-year college or university, or one to two years of related experience and/or training, or equivalent combination of education and experience.
• Ability to represent the Principal Investigator and lab group in a highly professional and positive manner.
• Strong ability to prioritize tasks, multitask efficiently, and meet deadlines with attention to detail.
• Excellent verbal and written communication, with sound judgment, tact, and discretion.
• Ability to analyze and resolve problems, make recommendations, and implement improvements independently.
• Experience managing budgets, financial reporting, and grant submissions, including R01 grants, budget justifications, and data submissions.
• Skilled in office software, project management tools, financial tracking systems, and web-based applications for expense tracking and reporting.
• Experience organizing conferences, meetings, and travel, including site selection, catering, audiovisual needs, and reimbursements.
• Ability to interact effectively with diverse groups, including faculty, staff, executives, civic leaders, and international professionals.
• Skilled in preparing reports, charts, tables, and presentations, as well as using standard office equipment.
• Computer skills required: Accounting Software; Contract Management Systems; Development Software; Human Resource Systems; Inventory Software; Microsoft Suite; Project Management Software)
• Other skills (preferred):
  • Project management and NIH grant submission experience. Familiarity with federal and state grant rules and processes.
  • Familiarity with policies and procedures related to fiscal administration, research appointments, and financial transactions.
  • Prior experience in a research and/or academic environment.
  • Management-level administrative support experience.
  • Experience in creating PowerPoint presentations and creating infographics in various materials.
  • Prior software implementation and project management experience.

What We Can Offer

The expected pay range for this position is $68,640 to $85,000 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.

Benefits

Salk Institute offers competitive benefits, including medical, dental, vision, retirement, paid time off, tuition reimbursement, patient advocacy services, and transit/parking program.

Salk Values

The Salk Community, both scientists and administrators, worked together to define values that we believe support Salk’s pursuit of excellence. To be truly the best scientific institution requires not only incredible discoveries, but a common understanding of how we should work together to enable those discoveries.

The acronym “I CARE” provides a simple way to remember each of the values and reminds each of us of the importance of what we do each day.

Equal Employment Opportunity Statement

The Salk Institute for Biological Studies is an Equal Opportunity Employer and is committed to providing equal access to opportunities for students, employees, applicants for employment and other visitors. Salk has also adopted and maintains a policy to encourage professional and respectful workplace behavior and prevent discriminatory and harassing conduct in our workplace.

Accordingly, the Institute prohibits harassment and discrimination in employment on the basis of, and considers all qualified applicants for employment without regard to, actual or perceived race (race is inclusive of traits associated with race, including, but not limited to, hair texture and protective hairstyles. Protective hairstyles include, but not limited to, such hairstyles as braids, and twists), color, religion, religious creed (including religious dress and grooming practices), national origin, ancestry, citizenship, physical or mental disability, medical condition (including cancer and genetic characteristics), genetic information, marital status, age, sex (including pregnancy, childbirth, breastfeeding, or related medical conditions), reproductive health decision making, gender, gender identity, gender expression, sexual orientation, veteran and/or military status (disabled veteran, veteran of the Vietnam era, other covered veteran status), political affiliation, and any other status protected by state or federal law.

Discrimination is prohibited with any intersectionality of the above-mentioned characteristics, including:

1. Any combination of characteristics.
2. A perception that the person has any of the characteristics or any combination of those characteristics.
3. A perception that the person is associated with a person who has, or is perceived to have, any of those characteristics or any combination of those characteristics.

Salary : $68,640 - $85,000