Administrative Assistant

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 research and 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.ipac.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

As an Administrative Assistant at IPAC, your responsibilities will include:

• Event Logistics: Coordinate conferences, workshops, and committee meetings. Participate in organizing committees, arrange catering and facility rentals. Review event budgets, reconcile expenses, and ensure compliance with funding agency requirements.
• Recruitment Support: Circulate applications, coordinate interviews, and communicate with candidates. Manage recruitment tasks, record-keeping, and assist with onboarding/offboarding.
• Non-Tenured Appointments: Process visitor/guest appointments, track tasks in Wrike, and manage arrival/departure items.
• Payroll Administration: Serve as backup payroll administrator, respond to inquiries, and guide new employees.
• Travel Arrangements: Coordinate travel itineraries, ensure compliance with funding agency travel requirements and regulations.
• Purchasing and Reconciliation: Manage P-Card, ensure accurate record-keeping and timely reconciliation. Address billing issues, purchases, and discrepancies; process payment requests and reimbursements.
• Administrative Support: Answer phones, route inquiries, process and maintain sensitive/confidential information. Assist with coordinating, preparing documentation, or other duties as requested. Maintain calendars, schedule meetings and conference rooms. Provide support 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.
• Minimum of 4 years of experience in an administrative support role.
• Proven ability to manage multiple tasks and projects simultaneously with strong attention to detail and accuracy.
• Experience in organizing and coordinating logistics for events and meetings.
• Excellent written and verbal communication skills, with the ability to interact professionally with internal and external stakeholders.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and experience with administrative tools.
• Experience with maintaining accurate records and ability to maintain confidentiality and handle sensitive information.

Preferred Qualifications

In addition to the basic qualifications, the following skills and experiences will enhance your ability to succeed in this role. Even if you don't yet possess these qualifications, we encourage you to apply:

• Experience in a Caltech or research environment.
• Experience with human resources procedures.
• Experience in project management.

Required Documents

• Resume
• Cover letter

Applications without a cover letter will not be considered. We will begin reviewing applications in mid-August and will continue accepting them until the position is filled. While there is a possibility for some remote work, this is primarily an on-site role based 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.