Development and Office of Technology Development (OTD) Administrator

Reporting to the Senior Director of Development and the Senior Director of the Office of Technology Development, the Administrator supports daily administrative, operational, and project management functions to ensure the team operates efficiently, smoothly, and in compliance with Salk policies.

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

Who We Are

The Salk Institute is an internationally renowned research institution that values all members of our scientific community. We seek bold and interactive leaders passionate about exploring new frontiers in science. Our collaborative community embraces perspectives across discipline, professional acumen, and unique life experiences, fostering innovation, and a sense of belonging. Together, we strive to improve the wellbeing of humanity through groundbreaking research.

Founded by Jonas Salk, developer of the first safe and effective polio vaccine, the Institute is an independent, nonprofit research organization and architectural landmark: small by choice, intimate by nature, and fearless in the face of any challenge. Salk's vibrant community has many talented individuals from varied backgrounds, each playing a crucial role in driving our mission forward. From visionary leaders to dedicated administrators and brilliant faculty members, the Institute is united by a shared passion for scientific exploration and innovation.

What Your Key Responsibilities Will Be

• Reporting to the Senior Director, Development, provide the overall Development Department and major and principal gift officers with a full suite of administrative support, including complex calendar management, submitting expense reports and maintaining subscriptions and tools necessary for day-to-day operations.
• Coordinates all domestic/international travel for Department staff including air/ground transportation and lodging; processes all required paperwork/vouchers/documentation before and after trips; and prepares payment requests and expense reimbursements.
• Assume project management responsibility for departmental events including, but not limited to Symphony at Salk, and donor Salon events.
• Attends meetings with the Senior Director or on their behalf as necessary. Records action items and facilitates follow-up. Takes meeting minutes when requested.
• Answers and screens telephone calls using a high degree of tact, diplomacy, judgment and political sensitivity regarding callers. Ensures that appropriate standards of courtesy and service are maintained at all times.
• Working with the Prospect Research Analyst, requests, assembles and prepares prospect research. Evaluates information, and prepares outlines, reports, summaries and correspondence concerning biographical and financial information.
• Prepares briefings for meetings and events for the Senior Director.
• Enters contact reports and proposals into Salesforce database.
• Maintains absolute confidentiality.

Finance and Agreement Administration

• Process incoming receivables and perform coding in coordination with the Finance Department.
• Maintain records of executed agreements and manage accurate, timely data entry in the Cayuse platform - a critical system for tracking agreements, compliance, and IP disclosures.

Administrative and Operational Support

• Provide full suite of administrative support, including but not limited to calendar scheduling, mail distribution, expense submissions, and meeting logistics, distributing mail; digitizing paper documents, and uploading into the database; and ordering supplies as needed.
• Serve as the first point of contact for many internal administrative and research stakeholders interacting with OTD.

Process and Compliance Documentation

• Create, update, and manage departmental SOPs to maintain operational continuity and institutional compliance.
• Standardize internal workflows that reduce risk and improve efficiency in response to evolving institutional and legal frameworks.

Communications and Event Coordination

• Assume project management responsibility for departmental events and outreach efforts.
• Maintain and grow the OTD LinkedIn profile to market Salk innovations and raise awareness about Salk technologies among potential licensees and collaborators.

What we Require

• Five plus (5+) years of increasingly responsible senior level administrative support to one or more individuals.
• Demonstrated writing skills.
• Bachelor's Degree (BA) from four-year college or university, or one to two years of related experience and/or training, or equivalent combination of education and experience.
• Computer skills required: Development Software; Microsoft Office

What We Can Offer

The expected pay range for this position is $27.00 to $29.00 hourly. 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.

Benefits

Salk Institute offers competitive benefits, including medical, dental, vision, retirement, paid time off, tuition reimbursement, patient advocacy services, and transit/parking program.

Salk Values

The Salk Community, both scientists and administrators, worked together to define values that we believe support Salk's pursuit of excellence. To be truly the best scientific institution requires not only incredible discoveries, but a common understanding of how we should work together to enable those discoveries.

The acronym "I CARE" provides a simple way to remember each of the values and reminds each of us of the importance of what we do each day.

Equal Employment Opportunity Statement

The Salk Institute for Biological Studies is an Equal Opportunity Employer and is committed to providing equal access to opportunities for students, employees, applicants for employment and other visitors. Salk has also adopted and maintains a policy to encourage professional and respectful workplace behavior and prevent discriminatory and harassing conduct in our workplace.

Accordingly, the Institute prohibits harassment and discrimination in employment on the basis of, and considers all qualified applicants for employment without regard to, actual or perceived race (race is inclusive of traits associated with race, including, but not limited to, hair texture and protective hairstyles. Protective hairstyles include, but not limited to, such hairstyles as braids, and twists), color, religion, religious creed (including religious dress and grooming practices), national origin, ancestry, citizenship, physical or mental disability, medical condition (including cancer and genetic characteristics), genetic information, marital status, age, sex (including pregnancy, childbirth, breastfeeding, or related medical conditions), reproductive health decision making, gender, gender identity, gender expression, sexual orientation, veteran and/or military status (disabled veteran, veteran of the Vietnam era, other covered veteran status), political affiliation, and any other status protected by state or federal law.

Discrimination is prohibited with any intersectionality of the above-mentioned characteristics, including:

1. Any combination of characteristics.
2. A perception that the person has any of the characteristics or any combination of those characteristics.
3. A perception that the person is associated with a person who has, or is perceived to have, any of those characteristics or any combination of those characteristics.