This professional position reports to the Business Manager within OTD and performs a broad range of business support, contract support, and administrative and client services support to ensure the ongoing and efficient operation of OTD and in furtherance of the Instituteâ™s mission. Work on special projects as needed.
Interacts with the Salk faculty, researchers, administration and staff, as well as third parties that work with the Institute, requiring strong communication skills, tact, discretion, good judgment, and attention to detail, consistent with the values and standards of professionalism of OTD. Demonstrates independent and effective decision-making, analytical and problem-solving skills and the ability to manage multiple, complex and concurrent projects or tasks, re-prioritizing as needed. Meets deadlines and works well under pressure. Recognizes the necessity for, and effectively preserves and maintains, confidential communications and legally privileged information. Develops and maintains good working relationships. Able to work both independently and collaboratively; takes initiative as well as seeks and accepts direction as needed. The successful candidate must be able to recognize issues, propose possible resolutions, follow-up, and solve problems, positively and professionally.
Business Support: This position is responsible for processing invoices and incoming receivables, including assisting with coding for Finance Department. Prepares reports for identifying items, communicating status and resolution of outstanding items. Develops, improves and maintains appropriate and effective processes and procedures for the collection, filing, and exchange of information related to invoices and expenses. Responsibilities include full cycle knowledge of departmentâ™s business processes. Performs general office duties, including data entry, reception, scheduling, ordering supplies, printing, copying, office & equipment maintenance. Incumbent is expected to exercise judgment in accordance with well-established policies, procedures and techniques.
Contract Support: This position will provide contract support for handling of material transfer agreements (MTAs) as instructed and working in collaboration with the MTA Coordinator. Prepares form MTAs, and finalization of material transfer and related agreements (approximately 800 agreements processed per year in OTD). Assists in producing and providing agreements to academic labs and companies, which includes overseeing proper completion of agreements, obtaining proper authorized signatures, and coordinating with related institutions. Assists with the coordination of MTAs for departing researchers who wish to transport biological materials. Assists with entering and updating MTAs and other related agreements in OTDâ™s internal database (Wellspring).
Administrative and Client Services Support: This position is also responsible for providing administrative support and performs a variety of clerical and office management duties for the department and assists the OTD team members as needed. Functions include, but not limited to, input and update of internal database (Wellspring) related to research disclosures, invention disclosures, patent applications and patents, confidentiality agreements and other agreements; Follows established electronic filing systems, organizing documents and applications. Assists in obtaining signatures from Institute and third-party clients on patent-related or other legal documents. Screens and directs telephone calls appropriately, using a high degree of diplomacy, judgment. Must perform duties with high quality customer service with courtesy and confidentiality. Schedules meetings and manages OTD calendar and events.
Associate Degree in Business, Management, Legal Studies, Communication or similar discipline, or paralegal certificate.
5+ years of business experience, administrative experience, legal secretary experience or other similar support experience.
Prior experience processing legal contracts or documents.
Prior experience entering and maintaining database information accurately through self-audit and reporting.
Bachelorâ™s degree in Business, Management, Legal Studies, Communication or similar discipline.
2+ years of experience in a law firm or corporate legal department under the supervision of an attorney.
Must be able to work standard schedule of Monday â“ Friday.
Must be able to work overtime as needed and occasionally work a flexible schedule based on workload and deadlines. Peak times include month-end, year-end close and audits.
Must be willing to work at a location away from the main campus (but within walking distance) and travel to and from campus as needed (parking is available at both locations).
Willing to sign an employee confidentiality agreement.
Successful completion of the Instituteâ™s background investigation.
This position requires constant grasping, handling, seeing, sitting, talking and communicating.
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.