Administrative Assistant

Updated: about 1 month ago
Location: Pasadena, CALIFORNIA

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

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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