Career Center
La Jolla, California
Avila Beach / San Luis Obispo, California
San Diego Costa Mesa or Roseville, California
Fresno , California
Fresno, California, California
Berkeley, California
Oakland, California
Santa Rosa, California
San Francisco, California
Davis, California
San Diego, California
Los Altos Hills, California
Los Altos Hills, California
Posted: 16-Aug-23
Location: La Jolla, California
Salary: $21.15 to $27/hour
Employment Type:
Organization Type:
Preferred Education:
Internal Number: ADMIN002186
Under the direct supervision of the Sr. Director, Finance (FIN), this position will provide experienced administrative and clerical support to multiple supervisors and staff at Salk North and to the Finance, Research Accounting, Financial Information Systems, Procurement, Information Systems, and Human Resources departments 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.
DUTIES AND RESPONSIBILITIES:
Administrative Support
- Serves as initial point of contact for in-person visitors, addressing routine questions or directing them to the appropriate contact. May coordinate visitor registration with Security Department and provide visitors with directions.
- Monitors FIN general email inbox, as well as the supplier email inbox, responds to routine inquiries, and escalates matters as appropriate and in a timely manner.
- Answers FIN general phone line and CFO’s phone as needed or upon request, responds to routine inquiries, and escalates matters as appropriate and in a timely manner.
- Photocopies, scans, prints, and faxes both general and sensitive documents.
- Participates in team meetings and may maintain agenda and minutes for meetings.
- Schedules meetings and meeting rooms as needed.
- Assists with mail and package preparation, shipping, and sorting.
- Supports staff as needed during peak periods, absences, and position vacancies, as necessary.
- Schedules and coordinates arrangements for 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.
- Drives to the Institute’s main campus, the bank, and the post office/FedEx as needed.
- Tracks all completed journal entries on the Control Log daily.
- Tracks all reviewed and approved reconciliations on a monthly basis.
- Runs sam.gov checks according to related automated report, as necessary.
- Sets up new suppliers, makes changes to existing suppliers, and uploads suppliers’ Certificates of Insurance in/into Salk’s e-procurement system.
- General administrative duties and special projects as assigned.
Executive Support
- Serves as the primary administrative contact supporting CFO and department heads (Management).
- Maintains Management’s calendars and various department calendars as needed or upon request.
- At the direction of Management, may assist with emails and inquiries addressed to the attention of Management.
- Processes credit card expenditures/expense reports.
- Assists with organizing and executing projects as needed.
SUPERVISORY RESPONSIBILITIES:
- This job has no supervisory responsibilities.
QUALIFICATIONS:
EXPERIENCE
Required:
- Minimum of 3 years of professional work experience in an administrative support or management assistant role.
Preferred:
- Experience providing support in an Accounting, Finance, Purchasing, or Human Resources department.
- Notary, or willingness to become a notary.
EDUCATION
Required:
- High School diploma or equivalent.
Preferred:
- Bachelor’s degree in relevant field such Business Administration or equivalent.
SKILLS AND ABILITIES
Required:
- Valid CA driver’s license, clean driving record, and transportation
- Exercise sound judgment in executing work and determining appropriate course of action in accordance with policies and procedures and/or guidance from more experienced 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.
COMPETENCIES:
- Adaptability - Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events.
- Attendance/Punctuality - Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time.
- Customer Service - Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments.
- Dependability - Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Commits to long hours of work when necessary to reach goals; Completes tasks on time or notifies appropriate person with an alternate plan.
- Initiative - Volunteers readily; Undertakes self-development activities; Seeks increased responsibilities; Takes independent actions and calculated risks; Looks for and takes advantage of opportunities; Asks for and offers help when needed.
- Interpersonal Skills - Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others' ideas and tries new things.
- Oral Communication - Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings.
- Organizational Support - Follows policies and procedures; Completes administrative tasks correctly and on time; Supports organization's goals and values; Benefits organization through outside activities; Supports affirmative action and respects diversity.
- Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.
- Teamwork - Balances team and individual responsibilities; Exhibits objectivity and openness to others' views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Able to build morale and group commitments to goals and objectives; Supports everyone's efforts to succeed.
- Written Communication - Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.
- Quality - Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Applies feedback to improve performance; Monitors own work to ensure quality.
- Ethics - Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethically; Upholds organizational values.
- Diversity - Demonstrates knowledge of EEO policy; Shows respect and sensitivity for cultural differences; Educates others on the value of diversity; Promotes a harassment-free environment; Builds a diverse workforce.
PHYSICAL DEMANDS AND WORK ENVIRONMENT:
- Occasionally required to stand
- Occasionally required to walk
- Frequently required to sit
- Occasionally required to utilize hand and finger dexterity
- Occasionally required to climb, balance, bend, stoop, kneel or crawl
- Frequently required to talk or hear
- While performing the duties of this job, the noise level in the work environment is usually quiet
The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities or physical requirements. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The Salk Institute is an internationally renowned research institution that values diversity, equity, and inclusion. We seek bold and interactive leaders passionate about exploring new frontiers in science. Our collaborative community embraces diverse perspectives and unique life experiences, fostering innovation, and a sense of belonging. Together, we strive to improve the wellbeing of humanity through groundbreaking research.
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)
