Position Description

Administrative Assistant
Job Category Fulltime Regular
ExemptOvertimeEligible Overtime Eligible
Benefits Eligible Benefit Based
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Caltech is a world-renowned science and engineering institute that marshals some of the world's brightest minds and most innovative tools to address fundamental scientific questions. We thrive on finding and cultivating talented people who are passionate about what they do. Join us and be a part of the diverse Caltech community.

Job Summary

The Administrative Assistant will provide administrative and clerical support to the research groups of multiple professors in the Computing and Mathematical Sciences Department.

Job Duties

  • Provide day-to-day administrative and clerical support which includes heavy calendar and meeting scheduling, records maintenance, answering emails, etc.
  • Coordinate heavy professorial, researcher, and student travel arrangements and itineraries, managing all logistics associated with domestic or international travel; process reimbursements and ensure compliance with all Institute and funding agency travel requirements. Make detailed cost-effective travel arrangements online.
  • Coordinate purchasing activities, in keeping with Institute policies and funding agency regulations. Perform P-card reconciliation for the research groups, including travel expense reports. Resolve related billing issues. Track deadlines and deliverables.
  • Coordinate events such as lunches, group meetings, retreats, workshops, seminars, and conferences, which include organizing event logistics, lodging, travel, catering, facilities, etc.
  • Assist Grants Manager with pre- and post-award tasks. Have access or maintain CV for each faculty member. Assist faculty and Grants Manager in preparing “Facility, Resource and Equipment” forms, and “Collaborators & Other Affiliations” forms for proposal submission. Assist with submission of progress and annual reports if requested by faculty.
  • Reconcile account activity for various federal awards, grants, contracts, gifts, and endowments in a timely manner. This includes investigating unexpected charges and anything that looks amiss.
  • Initiate and prepare forms for visitors, postdoc appointments, VSRs, guests, special students, visiting associates, etc. Route forms appropriately within the department.
  • Provide web updates and maintenance support to the research groups’ websites; develop and maintain publications database online, including links to Caltech Authors repository, etc.
  • Support faculty teaching (web updates, copying, etc.).
  • Prioritize work when working for multiple professors.
  • Provide administrative staff with backup as needed.
  • Assist with department event planning/set-up/clean up along with other regular or incidental department tasks, such as mail sorting, office supply ordering and restocking, and maintenance of departmental signage and directories.
  • Other duties for the research groups, or the department, as assigned.

Basic Qualifications

  • At least six years of relevant work experience.
  • Demonstrated ability to manage work time efficiently, prioritize work, and accomplish assigned tasks timely and accurately.
  • Strong interpersonal and organizational skills with a proven ability to consistently and positively contribute in a team based work environment.
  • Excellent verbal and written communication skills, with an emphasis on tact and diplomacy.
  • Demonstrated good judgment and initiative.
  • Ability to interact and work with various levels of faculty and staff.
  • Excellent skills and experience with various computer software including web tools, HTML, internet search engines, and MS/Office (Word, Excel, PowerPoint).

Preferred Qualifications

  • Bachelor’s degree.
  • Caltech experience preferred (including experience with P-card reconciliation/CardQuest, travel arranging and reporting, TechMart purchasing system, financial reporting).

Required Documents

  • Resume
  • Cover Letter

COVID-19 Vaccine Required for All Employees

Caltech has implemented a mandatory vaccination policy effective October 15, 2021, requiring COVID-19 vaccinations for all employees (with Institute-approved exemptions for religious or medical contraindications only). At present, an individual is deemed “fully vaccinated” when that person has received, at least 14 days prior, either the second dose in a two-dose COVID-19 vaccine series (e.g., Pfizer or Moderna) or a single-dose COVID-19 vaccine (e.g., Johnson & Johnson). As a condition of employment, employees must submit official COVID-19 vaccine documentation. More information may be found here.

EEO Statement

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity, or national origin, disability status, protected veteran status, or any other characteristic protected by law.

Caltech is a VEVRAA Federal Contractor.

To read more Equal Employment Opportunity (EEO) go to eeoc_self_print_poster.pdf.

Disability Accommodations

If you would like to request an accommodation in completing this application, interviewing, or otherwise participating in the employee selection process, please direct your inquiries to Caltech Recruiting at employment@caltech.edu

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