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

Responsible for a variety of general administrative/clerical activities to assist in moderately complex functions of support for faculty members of the Division of Biology and Biological Engineering.

The successful candidate will possess initiative, judgement, and knowledge of division and campus-wide operations.

Job Duties

  • Provide administrative/clerical support for multiple faculty members.
  • Maintain calendars, schedule meetings and appointments, etc. Coordinate activities of the lab, including purchasing and related activities.
  • Prepare documents and track basic administrative data as required. Screen and route mail/inquiries, as appropriate. Process and maintain sensitive and confidential information. Manage paper and electronic filing systems. May be required to manage both current and historical information, with ability to retrieve previous correspondence as a basis for current responses. Draft documents for PI edits.
  • Coordinate travel arrangements and itineraries for lab personnel and visitors to the lab. Process expense reports, advances, reimbursements, and payment requests; assist with logistics associated with domestic or international travel; ensure compliance with funding agency travel requirements and export regulations. Deposit reimbursement checks and ensure proper crediting to accounts.
  • Using P-Card or TechMart, initiate and/or place orders for office and laboratory supplies. Help negotiate pricing for these items through regular interaction with sales reps. Interface with Procurement and/or vendors on outstanding invoices, discrepancies/returns, etc. Maintain log of purchases, vendors used by the lab for internal use.
  • Manage P-Card recordkeeping and timely reconciliation. As necessary, complete petty cash forms, and process reimbursements.
  • Coordinate special events for lab such as lunches, seminars, and conferences which includes, but is not limited to, organizing event logistics, lodging, travel, catering, facilities, etc.
  • Assist faculty member with presentations and documents as needed (draft, proofread, format images, design). May assist in preparing or copying classroom materials, and/or updating webpages.
  • Assist Grant Manager in obtaining information, as requested.
  • Track deadlines for recommendation letters and coordinate submission with PI approval.
  • Act as liaison between PI and lab members and the Division, as well as other units on-campus. Provide one-stop assistance for referrals and resources to lab members, ensuring an efficient workflow.
  • Provide proactive customer service to internal and external customers. Demonstrate flexibility and ability to prioritize.
  • Recognize that while support is given to PIs and lab members, this position reports to the Division Operations Manager. Keep supervisor informed of trends and issues as they arise, providing suggestions and ideas for potential remedies. Participate in Division group meetings and network with colleagues to stay current on policies, procedures, and best practices.
  • Other duties as assigned.

Basic Qualifications

  • Associate's degree or at least 3 years relevant work experience.
  • Proficient computer skills, especially with Microsoft Office suite.
  • Strong background in working with a team and experience with receiving guidance, training, and workload from multiple areas.
  • Excellent customer service skills including strong verbal and written communication skills with meticulous attention to detail. Must possess the ability to interact professionally with all levels of staff and with external contacts in a fast-paced environment.
  • Excellent organization and time management skills.
  • Must be able to use sound judgment to handle a variety of tasks and to shift priorities simultaneously, as well as to effectively solve problems.
  • Must possess a high level of initiative and the ability to work with general supervision. Must be capable of solving both routine and semi-routine problems while applying job skill and departmental policies and procedures.
  • Ability to handle a variety of tasks simultaneously.

Preferred Qualifications

  • Experience with making travel arrangements and processing travel expense reports.  
  • Experience with Caltech administrative applications.

Required Documents

  • Resume

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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