Lab Administrative Manager

About the role

The Lab Administrative Manager provides executive level administrative support to the Salk Cancer Center (SSC) Director and their affiliated lab group, including lab scheduling, correspondence, management, and general administrative assistance. This role manages and administers program activities for the Salk Cancer Center, which includes roughly 30 faculty members and the associated large NIH grant.

Responsibilities

• Cancer Center Administration: Assists the SCC Director and AD-ResAdmin 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").
• Cancer Center Activities: Coordinates and facilitates collaborative programmatic federal applications, attends all SCC events, tracks and reports 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.
• CCSG Application Process: Works directly with SCC Director, AD-ResAdmin, and Grants office to complete and submit the NCI 5-year competitive renewal CCSG application. Assists in the preparation of the grant proposal by reviewing and updating application guidelines. Completes financial and administrative forms, requests and prepares institutional letters of support, checks accuracy of budgets, assembles and indexes the application, and ensures timely delivery to the funding.
• Executive Level Administrative Support: 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. Manages sensitive incoming communications, reviews, analyzes, and determines appropriate next steps in processing/routing. Oversees and participates in the distribution of communications and information to the lab group members and Salk Cancer Center faculty. Manages travel for faculty, arranges meetings and meeting locations, and coordinates with Events staff when necessary. 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. Coordinates conference, meeting, and event planning 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 using Chrome River software. Tracks prepayments and post-trips.

Requirements

• Minimum of 5+ years of increasingly complex, general, administration support, preferably in an academic environment.
• Bachelor’s Degree or equivalent combination of education and work experience.
• 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.
• 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.
• Fund management experience with external funding sources (e.g. federal, state, private, industry).