Administrative Assistant

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Job Summary

The Division of Geological and Planetary Sciences is seeking a part-time, temporary, Administrative Assistant who will provide support to the Operations and Fiscal Manager in the Seismological Laboratory. The successful candidate will assist the manager with administrative, financial, and research administration duties for faculty, postdocs, students, and research staff.

Essential Job Duties

• Assist with submission of proposals: review sponsor’s guidelines, draft budget and budget justification, complete non-scientific forms; upload documents to online submission systems; make and distribute copies; create files.
• Prepare monthly Funds Management and Personnel reports.
• Purchase supplies and equipment: conduct vendor searches and obtain quotes; process sub-award and consulting requisitions; monitor receipt of deliveries; assist with invoice approval process; handle petty cash reimbursement requests; process reimbursement and payment requests; reconcile monthly P-Card reports.
• Handle domestic and international travel arrangements with emphasis on class restrictions and need for prior approvals; process cash advances, deposit reimbursements; reconcile monthly expense and travel reports.
• Handle both routine and complex mailing, shipping, and receiving duties.
• Submit web internal charges for internal users; request account information from faculty for other internal charges.
• Other duties as assigned.

Basic Qualifications

• Associate's degree in business or accounting or equivalent experience with at least 3 years of relevant administrative experience, and intermediate business math and accounting skills.
• Detailed and process oriented. Excellent organizational skills. Able to prioritize work effectively and meet deadlines.
• Good judgement and discretion; ability to maintain confidentiality.
• Quick comprehension; able to work in a fast-paced environment with shifting priorities.
• Cooperative and self-motivated; ability to handle duties in a proactive and timely manner.
• Able to work well under pressure and maintain a positive attitude.
• Strong interpersonal written and communication skills.
• Technologically savvy with computers and office equipment; advanced knowledge in Excel and Word.

Preferred Qualifications

• Knowledge of Caltech systems (OBI, CardQuest, and TechMart).

Required Documents

• Resume