Administrative Assistant

Updated: 26 days ago
Location: Pasadena, CALIFORNIA

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Job Summary

We are seeking a talented, enthusiastic, and detail-oriented Administrative Assistant to join the Computing and Mathematical Sciences 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 various general administrative and clerical activities to support faculty members in the Computing and Mathematical Sciences Department in the Division of Engineering Applied Science.

This is a full-time, regular position reporting to the Computing and Mathematical Sciences Department Administrator.

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.
  • Generate and review cost summary and expense detail reports on research accounts and select departmental accounts.
  • Coordinate 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.
  • Assist Grants Manager with preparation of administrative portions of grant proposals, securing faculty signatures, and tracking grant proposal reporting deadlines.
  • 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 department administrative tasks such as 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, non-technical sections of manuscripts, PowerPoint presentations, reports, etc.
  • Other duties as assigned.

Basic Qualifications

  • Bachelor’s degree and at least 3 years of administrative experience or equivalent.
  • Excellent and diplomatic communication skills with a good command of grammar and usage.
  • Developed sense of tact, discretion, and the ability to maintain confidentiality when required.
  • 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.

Required Documents

  • Resume
  • Cover Letter


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