Administrative Assistant

Updated: 24 days ago
Job Type: PartTime
Deadline: The position may have been removed or expired!

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

Administrative support for faculty members in the Division of Biology and Biological Engineering (BBE).


Job Duties

– Assist with travel and travel expense reports for assigned faculty and their lab members.
– Using the Caltech P-Card (Visa) or TechMart (e-procurement application), purchase goods and services for assigned faculty and their lab members.
– Process reimbursements as needed.
– Reconcile P-Card transactions for self and for assigned faculty.
– Screen and route mail and telephone calls for assigned faculty, as needed.
– Process and maintain sensitive and confidential information.
– May act as liaison between assigned faculty and their grant managers regarding grant proposals and deadlines.
– Maintain calendars, schedule meetings, and appointments.
– Other duties as assigned.


Basic Qualifications

– Proficient computer skills and comfortable using new applications.
– Good knowledge of Microsoft Word, Excel, and Outlook.
– Excellent customer service skills including strong verbal and written communication skills.
– Excellent organizational skills.
– Detail-oriented.
– Helpful, respectful, and approachable.
– Enthusiasm for building strong working relationships and a positive work environment.
– Demonstrate flexibility and ability to prioritize in a fast-paced environment.


Preferred Qualifications

– 1-2 years' related work experience.
– Experience with making travel arrangements and processing travel expense reports.
– Experience with Caltech administrative applications.


Required Documents

– Resume
– Cover Letter


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