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Job Summary
We are seeking a talented and detail-oriented Administrative Assistant to join the Physics, Mathematics & Astronomy Division administrative team. The successful candidate will possess initiative, good judgment, and strong problem-solving skills, and quickly gain knowledge of department, division, and campus-wide operations. In a moderately complex environment, the Administrative Assistant is responsible for a variety of administrative and clerical activities to support faculty members in PMA.
This is a full-time, regular position reporting to the PMA Business Operations Supervisor. This is an on-site position on our Pasadena campus.
Essential Job Duties
- Provide daily administrative support to professors and their research groups.
- Purchase research equipment and lab supplies using P-card and TechMart administrative systems in accordance with Institute and government policies. Maintain accurate and complete files of purchasing documentation. Resolve billing-related matters and regularly reconcile purchasing requisitions, P-card orders, and other costs.
- Coordinate in-person group meetings and special events including logistics, lodging, travel, catering, and facilities.
- Schedule meetings and maintain faculty calendars.
- Prepare classroom materials.
- Maintain professors’ curriculum vitae, publication listings, and websites.
- Gather information and prepare administrative forms for visitors, postdoctoral scholars, and research staff hires.
- Provide administrative support as needed to faculty-hosted visitors and scholars.
- Coordinate domestic and foreign travel arrangements; provide itineraries; process travel expense reports. Ensure compliance with Caltech policies, funding agency and export regulations.
- Assist with team department administrative tasks such as in-person weekly seminars and event planning, special event planning, mail sorting, ordering and maintaining coffee room supplies, and overflow administrative support.
- Edit and proofread correspondence and office forms, the non-technical sections of manuscripts, PowerPoint presentations, reports, etc.
- Maintain and update class and professors' websites.
- In-person on-boarding of new group members
- Other duties as assigned.
Basic Qualifications
- Bachelor's degree or equivalent.
- 3 years of administrative experience.
- Ability to maintain confidentiality.
- Demonstrated facility with software programs and eagerness to learn new administrative systems.
- Intermediate-level Excel skills.
- 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.
Preferred Qualifications
- Proactive work ethic requiring minimal direction to accomplish goals.
- Demonstrated initiative for taking on unfamiliar or additional tasks.
- Experience using website design software (i.e., Wagtail or similar).
- Experience with Caltech systems.
Required Documents
- Resume
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