Grants Administration Assistant

  • Salk Institute for Biological Studies
  • La Jolla, CA 920371002, USA
  • Apr 07, 2022
Full time Grants, Sponsored Programs, Research

Job Description

 

Performs a variety of administrative support activities related to Grants Administration. Maintains compliance related data, including Institutional Animal Care and Use Committee (IACUC) protocol and Financial Conflict of Interest (FCOI) information. Assists with preparation of standard components of grants, contracts, fellowship proposals, and reports.

Performs routine office services in support of the entire Grants Development Department, including answering the phone, photocopying, faxing, drafting routine correspondence, maintaining calendars, scheduling meetings, ordering supplies, and performing data entry. Processes and files paperwork; assists in file organization, scanning, and archiving. Assists with maintaining department web page.

Contributes to the operations of the department by suggesting methods to improve workflow and simplify procedures.

This position works closely with various Salk community members and must ensure confidentiality of information and sensitive documents by following operational procedures and exercising sound judgment.

Administrative Support for the Grants Development Department 50%

  • Provides general administrative support for the Grants Development Department.
  • Performs routine office services such as answering the phone, photocopying, faxing, drafting routine correspondence, maintaining calendars, scheduling meetings, ordering supplies, and performing data entry.
  • Processes and files paperwork; assists in file organization, scanning, and archiving.
  • Greets visitors and resolves routine inquiries. Addresses inquiries on a wide variety of topics.

Assists Grants Administration 50%

  • Provides administrative support for the daily operations of the Grants Administration team.
  • Maintains compliance-related data, including data entry related to IACUC protocol/grant congruency and Financial Conflict of Interest. Coordinates with IACUC, Animal Resources Department (ARD), labs and/or FCOI Committee members as necessary.
  • Assists with the collection and compilation of data for proposal development and submission. Assists with preparation of standard components of grants, contracts, and fellowship proposals to Federal, State and voluntary health agencies.
  • Processes and responds to requests for grant and fellowship information, guidelines, application forms.
  • Continually seeks ways where processes may be improved.

EDUCATION

Required:

  • High School Diploma or GED equivalent.

Preferred:

  • Bachelor's degree.
  • Some educational background in biological sciences.

EXPERIENCE

Required:

  • Minimum one year of professional experience in an office environment, or equivalent combination of education and experience

Preferred:

  • Prior work experience in an academic setting.
  • Experience with grants proposal support (not writing or authoring).
  • Editing experience.
  • Database experience (entry and use)

SKILLS AND ABILITIES

Required:

  • Administrative experience in an office environment that has included tasks such as data entry, scanning, file organization, procurement of supplies and equipment, photocopying, faxing, drafting routine correspondence, maintaining calendars, scheduling meetings, etc.
  • Basic math proficiency.
  • Mac OS proficiency.
  • Proficiency in Microsoft Word and Adobe Acrobat Pro
  • Is consistently at work and on time. Follows instructions, responds to management direction.
  • Demonstrated customer service skills including professional demeanor, ability to act and react quickly but appropriately. Strong phone etiquette skills.
  • Strong organizational skills, with accuracy and attention to detail.
  • Demonstrated ability to meet deadlines despite frequent interruptions and changing priorities and demands; good concentration.
  • Excellent interpersonal skills, including the ability to interact constructively and effectively with a diverse group of people at all levels of the organization to include faculty, staff, postdocs, students and administration, and external funding agencies as appropriate, through the use of good judgment.
  • Demonstrated ability to follow detailed oral and written instructions, to use sound judgment, to keep supervisor informed of changes, and to seek instruction when appropriate before taking actions.
  • Demonstrated ability to organize records and accurately extract data from a variety of sources including computerized databases to provide reports and maintain logs.
  • Accurate typing/word processing skills and knowledge of proper formats, grammar, and spelling to compose and edit correspondence and reports. Ability to alphabetize accurately.
  • Ability to maintain strict confidentiality and handle sensitive matters discreetly. Ability to follow and adhere to policies and procedures concerning confidentiality, security and retention of information and systems.

Preferred:

  • Experience with the grant proposal and submission process.
  • Basic PowerPoint and Excel knowledge.

SPECIAL CONDITIONS OF EMPLOYMENT

  • Must be willing to work in an animal-related research environment.
  • Must be willing to sign a confidentiality agreement.
  • Must be willing to work overtime based on operational needs.
  • Must be willing to work in an animal-related research environment.
  • Successful completion of the Institute's background investigation.

PHYSICAL REQUIREMENTS

This position will be constantly seeing, touching/feeling, hearing, reading, writing, reasoning, communicating, working in confined areas and inside. 

 

 

Application Details

Apply Here: https://www.salk.edu/about/careers/

 

 Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

 

When inquiring or applying for positions at the Salk Institute for Biological Studies, please also reference AcademicCareers.com

Applicants with dual-career considerations can find university jobs such as professor jobs, dean jobs, chair / department head jobs, and other faculty jobs and employment opportunities at the Salk Institute for Biological Studies and at other institutions of higher education in the region on www.AcademicCareers.com

Diversity_Logo.png