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

IPAC has an opening for an Administrative Assistant to support work enabling scientific data processing for several NASA and NSF funded space missions and ground-based telescopes. We are part of the Physics, Math, and Astronomy Division at Caltech (www.caltech.edu) and provide science operations, user support, data and archive services, and scientific vision to maximize discovery with observatories both in space and on the ground.

Job Duties

Your role as an Administrative Assistant at IPAC will be to:

  • Provide professional and personalized administrative support to your assigned IPAC staff.  
  • Coordinate travel arrangements and itineraries; assist with logistics associated with domestic and international travel and ensure compliance with funding agency travel requirements and any other regulations.
  • Organize logistics for conferences, workshops, committee meetings, including air travel, lodging, catering, facility rentals.
  • Maintain calendars, schedule meetings/conference rooms, assist other administrative assistants with conference organization/event planning both on-site and off Campus.
  • Be the administrative contact for the IPAC occupied spaces and manage related administrative tasks such as updating office name plates, maintaining mailbox labels, ordering stationery, maintaining the key register, managing visitors.
  • Perform purchasing and reconciliation. 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.
  • Support major IPAC tasks, including coordinating and preparing documentation as requested by your supervisor or those you support.
  • Provide coverage for other IPAC administrative assistants as needed.

Basic Qualifications

Naturally you will be capable of demonstrating your prior record of achievement in the following:

  • Associate's Degree or equivalent.
  • Three years or more of administrative experience. 
  • Conscientious, detailed-oriented, highly organized, and proactive.
  • Able to follow procedures and complete work with a high degree of accuracy.
  • Experience coordinating and scheduling travel arrangements and itineraries. 
  • Demonstrate good judgement and initiative, and be able to maintain confidentiality. 
  • Technologically savvy with general office equipment, and proficient computer skills including Word, Excel, Adobe Acrobat, Concur and Box.   

Preferred Qualifications

Beyond these basic qualifications, there are a set of skills which will add to your ability to be successful in the role. Even if these don’t yet describe you, we’d still like to hear from you:

  • Caltech or research environment experience.
  • Demonstrated initiative for taking on unfamiliar or additional tasks.
  • Project management experience.

Required Documents

  •  Resume  

We will begin reviwing applications in early December, 2022 and continue accepting applications until the postion has been filled. While there is the possibility for some remote work, this position is an on-site role in Pasadena, California. 

People choose to work at IPAC for many reasons, and the casual, employee-centric culture often leads to fulfilling, long-term careers and positive relationships. Caltech’s benefits program offers a quality, competitive benefits package that is affordable for you and the Institute. We also offer a 403(b) defined contribution plan to eligible staff as well as a Voluntary Retirement Savings (TDA) Plan. IPAC staff have access to the Institute’s facilities.

Hiring Range

$24.00 - $33.50 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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