Department Assistant

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

This is a full-time, regular position under direct supervision of the Department Administrator of the Computing and Mathematical Sciences (CMS) Department. This position is responsible for general office administrative tasks, including but not limited to, handling mail, restocking supplies and coffee, updating office occupant signage and mail tags, following up on building maintenance requests, booking rooms, requesting security for building access, ordering keys, and supporting departmental lunches, colloquia, and events.

We are seeking an employee who excels in providing excellent customer service, is curious, and eager to learn how to best support the multifaceted activities of a large academic department. The successful candidate will have a positive, can-do attitude and strong teamwork ethic. Further, they will be flexible, resourceful, and able to take initiative and ownership of any given task. Discretion and tact are also necessary to be successful in this role.

Essential Job Duties

• Provide administrative support for the CMS Department.
• Assist employees, faculty, students, guests, and visitors with department administrative needs with patience and understanding.
• Monitor and respond in a timely manner to incoming emails for CMS room reservations, parking reservations, building access, and building facilities service requests.
• Follow through and follow-up with assigned tasks and/or projects until they are resolved and completed.
• Order keys and keep records of keys given to guests and visitors.
• Maintain office organization, supplies in kitchenettes, and office supplies.
• Sort mail and packages.
• Update name tags for all departmental offices and mail slots.
• Assist with events and lunches, including logistics, ordering, receiving, set up, and clean-up. Assist with check-in tables and breakdown of events.
• Other duties as assigned.

Basic Qualifications

• Strong sense of professionalism, a team-centric approach, and the ability to work effectively under pressure.
• Fast and efficient with computer work and technology using email software, MS Office programs, social media platforms, and various other PC/Android/Apple applications on desktop, laptop, and cell phone.
• High level of organization and efficiency.
• Ability to communicate effectively in both written and oral formats.
• Excellent customer service skills.
• Ability to prioritize tasks.

Preferred Qualifications

• Previous Caltech experience.

Required Documents

• Resume