This job has expired

Administrative Assistant III ( Finance)

Salk Institute for Biological Studies
San Diego, CA
Closing date
Jul 15, 2021

View more

Administrative Jobs
Institutional & Business Affairs, Business & Financial Management, Clerical & Administrative Support
You need to sign in or create an account to save a job.

Job Details

Application Instructions:

Employment History Include your last ten (10) years of employment history, or length of your employment history if less, including all positions (even those that are not relevant to this position) and periods of unemployment. Incomplete information could disqualify you from further consideration.

Job location is in Salk North (Torrey Pines)


Under the direct supervision of the Sr. Director, Finance (FIN), this position will provide experienced administrative and clerical support to multiple supervisors and staff of the Finance, Research Accounting, Procurement, and Financial Information Systems 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.


Administrative Support (60%)

  • 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, 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.
  • General administrative duties and special projects as assigned.

Executive Support (40%)

  • 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.



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


  •  Experience providing support in an Accounting, Finance, or Purchasing department.
  • Notary, or willingness to become a notary.



  •  High School diploma or equivalent.


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



  •  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.


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


This position requires constant seeing, reasoning and working inside. 


Working at Salk Institute for Biological Studies

The Salk Institute for Biological Studies is one of the world's preeminent basic research institutions, where internationally renowned faculty probe fundamental life science questions in a unique, collaborative, and creative environment. Focused on both discovery and mentoring future generations of researchers, Salk scientists make groundbreaking contributions to our understanding of cancer, aging, Alzheimer's, diabetes, and cardiovascular disorders by studying neuroscience, genetics, cell and plant biology, and related disciplines.

Faculty achievements have been recognized with numerous honors, including Nobel Prizes and memberships in the National Academy of Sciences. Founded in 1960 by polio vaccine pioneer Jonas Salk, M.D., the Institute is an independent nonprofit organization and architectural landmark.

Salk Equal Opportunity and Non-Discrimination Statement

The Salk Institute for Biological Studies is committed to providing equal access to opportunities for students, employees, applicants for employment and other persons.

Our policies prohibit harassment or unlawful discrimination against individuals on the basis of sex, gender, marital or parental status, pregnancy, childbirth, breastfeeding, medical conditions/disabilities related to pregnancy, childbirth or breastfeeding, gender identity, gender expression, or sexual orientation age, ancestry, color, religion (including religious dress and grooming practices), family and/or medical care leave status, disability (mental or physical), registered domestic partner status, legally protected medical condition, genetic information, military or veteran status (disabled veteran, veteran of the Vietnam era, other covered veteran status), national origin (including language use restrictions and possession of a driver’s license), race, religion or any other classification protected by local, state or federal laws.

The Salk Institute participates in the E-Verify program.

Reasonable accommodation is available for qualified individuals with disabilities and for individuals with religious restrictions.

Find Us
United States
You need to sign in or create an account to save a job.

Get job alerts

Create a job alert and receive personalised job recommendations straight to your inbox.

Create alert