Administrative Assistant II - Core Facility

  • Salk Institute for Biological Studies
  • La Jolla, CA 920371002, USA
  • Apr 25, 2022
Full time Other Administrative Positions

Job Description


Performs a variety of administrative support to the Exec Director, Research Operations and activities related to core facility. Uses initiative, resourcefulness and good judgment to independently handle a wide variety of administrative duties beyond the scope of defined standard protocols. This includes coordinating travel arrangements, meetings, calendars, composing correspondence, addressing inquiries and maintaining databases. Maintains operations related data, including financial information (budget and salary info). Assists with meeting and event coordination for the CORES executive team as well as the core facilities. Serves as liaison to Administrative units (Payroll, Human Resources, Research Accounting, Finance, Grants Development, Procurement, Events, IT etc.).


Administrative Support for the CORES Department  50%

  • Provides daily administrative support to the Exec Director, Research Operations and for the CORES Department.
  • Maintains calendars for the executive team including scheduling meetings and preparing agendas. Coordinates travel for the Exec Director, Research Operations. Performs routine office services such as drafting routine correspondence, addressing inquiries, maintaining databases and performing data entry, as well as ordering supplies. Processes and files paperwork; assists in file organization, scanning, and archiving.
  • Assists in the distribution of communications and information to the core facility members.
  • Plans and participates in core facility events including workshops and seminars.
  • Responsible for submitting and tracking expense reimbursements through online system.
  • Serves as liaison with other departments, such as Payroll, Human Resources, Research Accounting, Finance, Grants Development, Procurement, Events, IT etc.
  • Assist with special projects as required and other duties as assigned by Exec Director, Research Operations.

Assists with Operations Reporting & Analysis 50%

  • Provides assistance in collection of financial information including core facility invoicing, usage reports and grant support. Supports laboratory equipment inventory management and maintenance assessment.
  • Assists with the collection and compilation of data for funding proposal development and submission for the core facilities. Assists with preparation of standard components of grants, contracts, and fellowship proposals to Federal, State and voluntary health agencies.
  • Continually seeks ways where processes may be improved.



  • High School Diploma or GED equivalent.


  • Bachelor's degree in a liberal arts discipline.
  • Some educational background in biological sciences.



  • Minimum two years of professional experience in an office environment.


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



  • 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.


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


  • 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.
  • Successful completion of the Institute's background investigation.


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


Application Details

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 Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities


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