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

Caltech’s Physics, Math, and Astronomy Division is seeking an Administrative Assistant to provide professional administrative support for the Harrison research group, which includes the NuSTAR Science Operations center.  

Job Duties

  • Support major new mission proposals to NASA including document preparation, graphics manipulation, and logistics; support document preparation for reviews.
  • Support major NASA reviews for NuSTAR, including coordinating and preparing documentation for the NuSTAR Senior Review.
  • Coordinate subcontracts with educational and industry partners.
  • Prepare appropriate hiring paperwork for new postdocs and staff.
  • Process JPL Interdivisional Authorizations (IAs) and agreements for joint work between the Lab and Caltech.
  • Perform purchasing and reconciliation through TechMart and Cardquest.
  • Provide logistical support for NuSTAR conferences and team meetings.
  • Coordinate complex travel arrangements and itineraries; assist with logistics associated with domestic and international travel and ensure compliance with funding agency travel requirements and export regulations.
  • Process expense reports, advances, reimbursements, and payment requests.
  • Manage P-Cards with responsibility for recordkeeping and timely reconciliation; shepherd and resolve billing issues, purchases, and/or discrepancies.
  • Maintain paper and electronic filing systems.
  • Process and maintain sensitive and confidential information with discretion.
  • Additional duties as assigned.

Basic Qualifications

  • Associate degree or equivalent.
  • Customer service orientation, with a professional demeanor, solid judgment, and diplomacy.
  • A proactive, patient and flexible work style in a fast-paced environment with competing demands and priorities.
  • Ability to redirect attention to a more pressing need without hesitation.
  • Proficiency and versatility with Mac/PC, Word, Excel, Power Point; experience with online research and using other relevant software programs.
  • Experience with digital media.
  • Prior experience with procurements (purchase orders and P-Cards).
  • Organizational skills, attention to detail, and a commitment to meeting deadlines.
  • Team player with outstanding interpersonal relations skills.
  • Proactive approach with minimal direction to accomplish goals.
  • Solution-oriented.

The ability to:

  • Effectively communicate verbally and in writing.
  • Interface with all levels of people both within and outside of Caltech.
  • Resolve problems.
  • Maintain confidentiality.
  • Work independently with minimal supervision.

Preferred Qualifications

  • Ability to apply creativity appropriately based on the intended audience.
  • Caltech experience.
  • Experience supporting senior level faculty.

Required Documents

  • Resume


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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