Administrative Assistant

 

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Administrative Assistant

Caltech

Job Category: Fulltime Regular
Exempt Overtime Eligible: Overtime Eligible
Benefits Eligible: Benefit Based

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

The successful candidate will assist in moderately complex functions of office and laboratory support for a faculty member of the Division of Biology and Biological Engineering.

Tasks include coordinating and assisting in day-to-day business operations. The successful candidate will perform a combination of duties, including coordinating calendars, assisting with laboratory-related administrative tasks, arranging travel, organizing meetings, formatting, and proofing official documents, maintaining confidentiality, lab inventory, accounting & financial reporting, and assisting faculty and lab members with other administrative duties.

Essential Job Duties

• Provide technical and organizational support for the faculty members.
• Responsible for logistics of group meetings including booking space, providing necessary materials, and arranging catering, as needed.
• Responsible for faculty and lab calendars. Schedule meetings and appointments, etc., using web related tools. Use Google docs and apps to create shared web documents.
• Coordinate travel arrangements and itineraries for lab personnel and visitors to the lab. Process expense reports, advances, reimbursements, and payment requests; assist with logistics associated with domestic or international travel; ensure compliance with funding agency travel requirements and export regulations. Deposits reimbursement checks and ensure proper crediting to accounts.
• Manage purchase cards for faculty, lab manager, and self, with responsibility for record-keeping and timely reconciliation. As necessary, complete petty cash forms, and process reimbursements.
• Track deadlines and deliverables for faculty grant proposals; advise faculty of pending deadlines; responsible for ensuring that proposals are reviewed by
• Division and contain necessary signatures and budget information. Assist grant manager in obtaining information, as requested.
• Working with Grant Manager, monitor lab spending. Initiate and/or place orders for office and laboratory supplies. Help negotiate pricing for these items through regular interaction with sales reps. Use Excel to create budgets when necessary.
• Track deadlines for recommendation letters and coordinates submission with PI's approval.
• Create and manage web sites with links appropriate for storing information and coordinating activities.
• Screen visitors and telephone calls, as appropriate.
• May work with BBE division office or Caltech Facilities on projects involving repairs or maintenance of lab equipment and space.
• Process and maintain sensitive and confidential information. Maintain paper and electronic filing systems. Extensive filing includes managing both current and historical information, with ability to retrieve previous correspondence as a basis for current responses.
• Format and proof documents as needed.
• Help faculty member format images and slide decks for presentations.
• Provide proactive customer service to internal and/or external customers. Demonstrate flexibility and ability to prioritize.
• Other duties as assigned.

Basic Qualifications

• Associate degree or equivalent experience.
• At least 3 years' relevant work experience.
• Proficient computer skills, including Word, Excel and Google Calendar on pc and mac.
• Experience with making travel arrangements and processing travel expense reports.
• Must possess a high level of initiative and the ability to work with little supervision.
• Strong background in working on various teams and experience with receiving guidance, training, and workload from multiple areas of the Division.
• Excellent customer service skills including strong verbal and written communication skills with meticulous attention to detail.
• Excellent organization and time management skills. Must be able to use sound judgment to handle a variety of tasks and to shift priorities simultaneously, as well as to effectively solve problems.
• Excellent communication skills and the ability to interact professionally with all levels of staff and with external contacts in a fast-paced environment.

Preferred Qualifications

• 5 years' relevant work experience.
• Experience with Adobe Illustrator and/or PowerPoint.
• Experience in project management and/or project tracking software (i.e. MS Projects).

Required Documents

• Resume

To be considered for this position please visit our web site and apply on line at the following link: https://hr.caltech.edu/work/job_openings

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.

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