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 Center for Technology and Management Education (CTME) provides executive and professional training to technology-driven organizations and individuals.

We are seeking an enthusiastic and team-oriented Administrative Assistant to join the CTME team. The successful candidate will be detail-oriented, possess initiative, good judgement, and strong problem-solving skills, and quickly gain knowledge of department, division, and campus-wide operations. The Administrative Assistant is responsible for a variety of general administrative and clerical activities to support the Executive Director and other members of CTME (currently 7 total). Must be adaptable and willing to work as part of a team.

This is a full-time, regular position reporting to the CTME Executive Director under the Division of Engineering and Applied Sciences.

Essential Job Duties

  • Provide daily administrative support to CTME personnel and act as a liaison between Executive Director and staff.
  • Coordinate a contract management process for agreements with third parties including advertising and marketing services, software and technical services, and client program contracts.
  • Support sales activities including contracts, data input for a Customer Relationship Management (CRM) system, and reporting on opportunities and program sales.
  • Purchase services and supplies, using P-card and procurement administrative systems in accordance with Institute and government policies; maintain accurate and complete documentation.
  • Work with Program Coordinators to plan and execute group meetings and special events including logistics, lodging, travel, catering and facilities.
  • Facilitate scheduling of all CTME programs with the program coordinators and IT staff.
  • Assist CTME Directors in scheduling meetings and maintaining calendar.
  • Edit and proofread correspondence and office forms, the non-technical sections of manuscripts, PowerPoint presentations, reports, etc.
  • Prepare classroom materials (PowerPoint) and marketing materials (Word), as directed.
  • Coordinate domestic and foreign travel arrangements; provide itineraries; process travel expense reports.
  • Provide administrative support as needed to hosted visitors.
  • Ensure compliance with Caltech policies, funding agency and export regulations.
  • Prepare FedEx documents for shipping.
  • Perform other related duties as assigned.

Basic Qualifications

  • At least 3 years of administrative experience.
  • Excellent and diplomatic communication skills with good command of grammar and usage.
  • Developed sense of tact, discretion, and able to maintain confidentiality.
  • Demonstrated facility with software programs and eagerness to learn new administrative systems.
  • Experience using Microsoft Office/Office 365 and Adobe.
  • Experience coordinating travel arrangements and making itineraries.
  • Excellent typing and proofreading skills.
  • Ability to work under deadlines and prioritize work effectively.
  • Able to work after hours/weekends occasionally.

Preferred Qualifications

  • Bachelor’s degree.
  • Proactive work ethic requiring minimal direction to accomplish goals.
  • Demonstrated initiative for taking on unfamiliar or additional tasks.

Required Documents

  • Resume
  • Cover Letter

    Hiring Range

    $24.00 - $29.25 per hour

    The salary of the finalist(s) selected for this role will be set based on a variety of factors, including but not limited to, internal equity, experience, education, specialty and training.

    As one of the largest employers in Pasadena, CA, Caltech is committed to providing comprehensive benefits to eligible employees and their eligible dependents. Our benefits package includes competitive compensation, health, dental, and vision insurance, retirement savings plans, generous paid time off (vacation, holidays, sick time, parental leave, bereavement, etc.), tuition reimbursement, and more. Non-benefit eligible employees will have access to some benefits such as onsite counseling and sick time. Learn more about our benefits and staff perks. 

    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). Upon eligibility, employees are required to receive the COVID-19 booster as part of the vaccine mandate. 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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