Administrative Assistant Job at Caltech in Pasadena

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.

The Division of Chemistry and Chemical Engineering (CCE) seeks a motivated individual to join the administrative team. The CCE faculty are among the most distinguished and innovative in the world, actively leading research into new areas of study and application. This individual will provide administrative and clerical support to several research groups and will have administrative responsibility for the coordination of multiple departmental seminars, working within a dynamic team of administrative staff.

Job Summary

The Administrative Assistant role at Caltech involves providing administrative assistance to research groups, coordinating tasks and projects, tracking deadlines and deliverables, maintaining calendars, and scheduling meetings and appointments.

Essential Job Duties

• Provides administrative assistance to research groups, requiring a thorough knowledge of the department processes and Institute policies and procedures.
• Coordinates tasks and/or projects, tracks deadlines and deliverables; maintains calendars; schedules meetings, appointments, and interviews for group members.
• Gathers required information and prepares forms for Postdoctoral Scholar appointments and research staff hires.
• Keeps up-to-date information on group members and maintains current affiliations of former group members and other information.
• Answers and composes correspondence on behalf of Professors and follows up on all outstanding correspondence and documentation.
• Maintains CVs of faculty members, including accurate and up-to-date lists of publications, patents, presentations, awards, honorary degrees, and current and pending research support.
• Prepares classroom materials and makes arrangements for teaching equipment for undergraduate and graduate courses.
• Maintains files of letters of recommendation and prepares letters and forms associated with student and postdoctoral applications for graduate study or employment.
• Assists in the preparation of grant proposals and maintains files of standard elements of grant proposals.
• Makes and tracks purchase requisitions for research groups and maintains equipment inventory and maintenance contract lists.
• Prepares documents for publication and maintains list of publication tracking numbers and other related information.
• Applies advanced knowledge of administrative functions to plan, coordinate, and assist in business operations.
• Coordinates travel arrangements and processes expense reports, including advances and payment requests.
• Coordinates special events such as lunches, group meetings, individual seminars, seminar series, named lectures, and conferences.
• Manages purchasing cards with responsibility for recordkeeping and timely reconciliation.
• Tracks deadlines and deliverables for grant proposals and advises professors of pending deadlines.
• Maintains calendars and schedules meetings and appointments using related tools.
• Orients new group members and support personnel.
• Maintains records, document files, and databases electronically and in hard copy.
• Screens and routes mail/inquiries as appropriate and processes and maintains sensitive and confidential information.
• Interfaces with campus personnel and Division office staff.
• Assists with projector and audiovisual set-up for lectures, seminars, and events.
• Acts as administrative backup to other division administrative staff when needed.
• Acts as Floor Warden or Building Coordinator as part of the Emergency Action Plan.
• Other duties as assigned.

Basic Qualifications

• Associate’s degree or higher.
• 3+ years of administrative support experience or experience working in an academic setting.
• Highly organized with the ability to work independently, manage competing priorities, and accomplish assigned tasks with a high level of accuracy and in a timely manner.
• Excellent interpersonal skills and effective oral and written communication skills necessary to interface with faculty, students, and visitors in a professional manner.
• Demonstrates good judgment and initiative.
• Strong word processing and proofreading skills.
• Professional, detail-oriented, and proactive.
• Ability to interpret and apply knowledge of Division, Institute, and external guidelines to resolve issues and/or problems.
• Ability to manage and organize multiple projects with deadlines.
• Maintains confidentiality.

Preferred Qualifications

• Bachelor’s degree.
• Familiarity with Caltech policies, procedures, and systems.
• Experience working on a Mac operating system.

Required Documents

• Resume

Hiring Range

$20.00 - $33.00 per hour

EEO Statement

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