Job location is at 10240 Science Center Dr, San Diego, CA 92121

Under the direction of the Senior Director, Stewardship, the Stewardship Administrator facilitates the day-to-day clerical, administrative, and programmatic functions to keep the Stewardship team’s operations running smoothly at a fast pace and to ensure efficiency and maintain compliance with Salk policies.

DUTIES AND RESPONSIBILITIES:

• Provides high-level administrative support to the Senior Director, Stewardship, including managing complex calendaring, agendas, travel plans and appointments, as well as editing or drafting a variety of materials and documents. These documents could include but are not limited to acknowledgement letters, donor impact reports, and event invitations.
• Serves as project manager for the Stewardship team, responsible for the creation and management of the External Relations engagement calendar, which includes all impact reporting deadlines, events, appeals, mailing dates, and other important dates pertinent to the division.
• Provides support to Stewardship team for processing invoices for approval and payments, including working with Procurement to ensure the proper handling of contracts for goods and services required by the department.
• Supports bookkeeping and budget tracking for assigned projects, including submitting reimbursement forms, invoices, travel expense reports, check requests, tech requests, and other follow up as needed to ensure timely processing.
• Acts as a delegate user for the expenses belonging to the Senior Director, Stewardship for use on approved expenses and subsequent budget reconciliation according to Salk policies.
• Drafts gift reports and prepares proposals and presentations as needed.
• Reviews and maintains complex data sets in the Salesforce CRM and is responsible for timely and accurate stewardship database entries, including but not limited to, assisting with data clean-up efforts, entering contact reports, and uploading documents.
• Acts as liaison to internal units regarding Stewardship administrative tasks as well as the logistical and administrative aspects of event management and projects.
• Tracks and replaces office and event supplies as necessary to avoid interruptions in standard office procedures.
• Maintains a comprehensive system of records and file management and retrieval. Establishes tracking system for all requests, issues, and correspondence to ensure timely actions.
• Assists with External Relations events and other projects as needed.

SUPERVISORY RESPONSIBILITIES:

• This job has no supervisory responsibilities.

QUALIFICATIONS:

Required:

• Minimum of five (5) years of experience in administrative assistance working on fast-paced teams.  
• Strong, demonstrated organizational and administrative support experience, with ability to prioritize daily operations and projects in order to meet rigid deadlines, ensure smooth workflow and handle multiple tasks simultaneously, often working under pressure and with frequent interruptions while exhibiting extreme attention to detail and always maintaining a high degree of accuracy.
• Experience with basic budget reconciliation and preparing financial and expense reports.
• Experience drafting, editing, and proofreading correspondence, briefings, and reports.

Preferred:

• Prior experience in an administrative assistant role working on fast-paced teams with demonstrated knowledge in the full spectrum of fundraising activities including prospect identification, qualification, cultivation, gift solicitation, stewardship, and donor recognition.
• Prior experience in a larger (500+) non-profit organization.
• Prior experience in fundraising, especially in donor relations and stewardship.

EDUCATION

Required

• A bachelor's degree or a combination of equivalent experience and education.

Preferred

• A master’s degree or a combination of equivalent experience and education.

SKILLS AND ABILITIES

Required

• Demonstrated proficiency with Microsoft Office products such as Outlook, Word, Excel, and PowerPoint.
• Experience with donor CRMs such as or equivalent to Salesforce, and ability to exercise good judgement and discretion while maintaining the security of confidential and sensitive donor information.
• Exceptional writing and editing skills to draft proposals, presentations, professional reports, strategic plans, and correspondence.
• Demonstrated a high degree of integrity, dependability, use of sound judgment, diplomacy, and resourcefulness, with a strong work ethic.
• Ability to maintain a high level of professionalism in all circumstances.
• Demonstrated ability to identify, understand, analyze, and interpret complex written materials, situations, and concepts. Ability to be resourceful when analyzing and recommending or implementing appropriate solutions, and to effectively communicate results of analysis and recommend or implement effective courses of action.
• Exceptional customer service capabilities, and interpersonal and social skills to communicate and interact in a courteous, politically correct and effective manner, using tact and diplomacy while exercising good judgment with individuals including Trustees, major donors, corporations, private or public foundations, members of the community, senior officials and administrators, faculty, staff and volunteers in person, in writing or by telephone.

Preferred:

• General knowledge of the fundraising process at a non-profit.
• Experience working in Salesforce.

SPECIAL CONDITIONS OF EMPLOYMENT

• Occasional evening and weekend hours related to job responsibilities.
• Ability to work a flexible schedule, as needed.
• Willing to sign an employee confidentiality agreement.
• Must be willing to work in an animal-related research environment.
• Satisfactory completion of the lnstitute's background investigation.
• Some travel may be required.

SALK VALUES:

• Integrity - Guides our moral compass and underpins our every action. We do what is right in all situations for no other reason than because it is right. We uphold honesty and ethical behavior and make good on our commitments. We understand that words and deeds matter and that integrity leads to trust.
• Community - Enables us to harness the power of our collective talents. We work together towards common goals. We recognize the importance of diversity where everyone’s ideas, identities, backgrounds, and perspectives are valued and pave the paths that propel us forward. We understand our pioneering role in the broader scientific community and take pride in our efforts to have a positive impact on the world.
• Accountability - Keeps us focused, and keeps us honest. We are responsible not only for our own success, but the success of our teams and the entire Institute. We consider how the actions we take and the decisions we make in our own work may impact others.
• Respect - Creates the foundation of trust and brings out the best in us all. We value the experiences, identities, and feelings of those we work with, regardless of their position or their relationship to us. We provide feedback in a constructive manner, use appropriate language, and allow others to share their thoughts and ideas without fear of ridicule.
• Empowerment - Amplifies all voices and inspires the pursuit of greatness. We lift each other up, enabling us to grow continuously and live to our fullest potential. We support the expression of ideas, encourage self-advocacy, inspire confidence and recognize that an environment of mutual respect is critical to our collective success.

COMPETENCIES:

• 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.
• 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.

The expected pay range for this position is $26.92 to $28.43 an hour.Salk Institute provides pay ranges representing its good faith estimate of what the institute reasonably expects to pay for a position. The pay offered to a selected candidate will be determined based on factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, geographic location, and external market pay for comparable jobs. 

PHYSICAL DEMANDS AND WORK ENVIRONMENT:

• Occasionally required to stand
• Occasionally required to walk
• Frequently required to sit
• 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. All individuals who accept a position with the Salk Institute must be willing to work in an animal-related research environment, must successfully complete the Institute’s background investigation and must be willing to sign a confidentiality agreement.

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.