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Administrative Assistant III (Human Resources)
Salk Institute for Biological Studies
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Administrative Assistant III (Human Resources)

Salk Institute for Biological Studies

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Details
Posted:
March 31, 2021
Location:
La Jolla, California
Employment Type:
Full-time
Organization Type:
Research Institute/Research Lab
Category:
Human Resources
Required Education:
High School

Job location is in Salk North (Torrey Pines)

POSITION SUMMARY

Under the direct supervision of the Sr. Director, Human Resources (HR), this position will provide experienced support to the Sr. Director and general HR operations in a high-volume environment.  The ideal candidate will be a self-starter with excellent attention to detail, leveraging strong organizational skills to manage shifting priorities and effective communication skills to coordinate with a broad spectrum of internal and external stakeholders.

ESSENTIAL FUNCTIONS

HR Operations and Administrative Support (60%)

  • Serves as initial point of contact for in-person HR visitors, addressing routine questions or directing them to the appropriate HR contact. May coordinate visitor registration with Security Department and provide visitors with directions.
  • In collaboration with Recruiting team, coordinates scheduling and requirements for new hire orientation, such as refreshments, presentation materials, and media support, if needed.
  • Monitors HR general email inbox and/or current HR ticketing system, responds to routine inquiries, and escalates matters to other HR contacts as appropriate and in a timely manner.
  • Answers HR general phone line, responds to routine inquiries, and escalates matters to other HR contacts as appropriate and in a timely manner.
  • Photocopies, scans, prints, and faxes both general and sensitive documents.
  • Participates in HR team meetings and may maintain agenda and minutes for meetings.
  • Schedule meetings and meeting rooms as needed.
  • Assist with mail and package preparation, shipping, and sorting.
  • Supports HR staff as needed during peak periods, absences, and position vacancies, as necessary.
  • Assists with projects (e.g., annual service awards) as assigned.
  • Schedules and coordinates arrangements for HR department/team events.
  • Orders office supplies, materials, and equipment, maintains inventory, and performs basic troubleshooting of office equipment.
  • Liaises with internal departments such Facilities and Information Technology to initiate and schedule work/service orders, and schedules services with outside vendors.
  • As needed, supports learning and development activities such as scheduling of events, registering and tracking attendees, maintaining training records, and running reports.
  • As needed, reviews personnel documentation such as education certifications, and processes updates in the HRIS/HCM system as appropriate
  • Reviews, escalates if needed, and processes requests for Lab Reporting Tool or other electronic applications requiring HR-approved access.
  • General administrative duties as assigned.

Executive Support (40%)

  • Serves as the primary administrative contact supporting Sr. Director.
  • Maintains Sr. Director’s calendar and various department calendars as needed.
  • At the direction of Sr. Director, may assist with managing emails and inquiries addressed to the attention of the Sr. Director.
  • Maintains department budget information and tracks expenses.
  • Processes and reviews credit card expenditures.
  • Creates and maintains department accounts with external vendors.
  • Processes invoices and enters information into Procurement and Accounting system (Salk Shop).
  • Assist with organizing and executing projects as needed.

EXPERIENCE

Required

  • Minimum of 3 years of professional work experience in an administrative support or management assistant role.

Preferred

  • Experience providing support in a HR department.
  • Experience with Ultipro or comparable HRIS/HCM system

EDUCATION

 Required

  •  High School diploma or equivalent.

Preferred

  • Bachelor’s degree in relevant field such Business Administration or equivalent.

SKILLS AND ABILITIES

 Required

  •  Exercise sound judgment in executing work and determining appropriate course of action in accordance with HR policies and procedures and/or guidance from more experience HR staff.
  • Ability to quickly intake and analyze information, determine if additional information is needed, and take the appropriate course of action to resolve problems.
  • Strong computer proficiency with the use of various software applications including, but not limited to Microsoft Outlook, Word, Excel, PowerPoint, Adobe Acrobat Pro.
  • Must be able to work both independently and in a team environment.
  • Excellent interpersonal skills, including the ability to interact constructively and effectively with a diverse spectrum of internal and external contacts.
  • Demonstrated professionalism and customer service skills to respond in a thoughtful, prompt, and accurate manner. Must have strong phone etiquette and email/written composition skills to include knowledge of proper formats, grammar, and spelling.
  • Must be a fast learner, be adaptable to changes and ideas, and discuss questions and solutions in a collaborative manner.
  • Demonstrated ability to follow oral and written instructions, seek instruction when appropriate before taking actions, and use sound judgment when needed if instruction is not immediately available.
  • Demonstrated ability to organize records and accurately extract, compile, review, and apply data from a variety of sources including documents, emails, and computer applications/systems.
  • Strong organizational skills, with accuracy and attention to detail.
  • Demonstrated ability to meet deadlines despite frequent interruptions and changing priorities and demands.
  • 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.

SPECIAL CONDITIONS OF EMPLOYMENT

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

PHYSICAL REQUIREMENTS/MENTAL ACTIVITIES/ENVIRONMENTAL CONDITIONS

This position will be constantly seeing, reasoning, working in confined areas and inside. 

 

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)

Internal Number: ADMIN01293
About Salk Institute for Biological Studies
Salk scientists are dedicated to innovative biological research. The Salk Institute consistently ranks among the leading research institutions in the world for its faculty's contributions and the impact of their findings. Focused both on discovery and on mentoring future generations of researchers, Salk scientists make groundbreaking contributions to our understanding of cancer, aging, Alzheimer's, diabetes and infectious diseases by studying neuroscience, genetics, cell and plant biology, and related disciplines. "We lead biological research. We prize discovery. Salk is where cures begin."Overlooking the Pacific Ocean in La Jolla, the Salk Institute offers a warm, collegial and collaborative work environment, where employees enjoy a generous benefits program. Social activities on campus encourage interaction as a community.
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