Full job description

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

We are seeking a talented and detail-oriented Administrative Assistant to join the Medical Engineering Department administrative team. The successful candidate will possess initiative, good judgment, and strong problem-solving skills and quickly gain knowledge of department, division, and campus-wide operations. In a moderately complex environment, the Administrative Assistant is responsible for a variety of general administrative and clerical activities to support faculty members in the Medical Engineering Department in the Division of Engineering Applied Science.

Essential Job Duties

Provide daily administrative support to professors and their research groups.
Purchase research equipment and lab supplies using P-card and TechMart administrative systems in accordance with Institute and government policies. Maintain accurate and complete files of purchasing documentation. Resolve billing-related matters and regularly reconcile purchasing requisitions, P-card orders, and other costs.
Generate and review cost summary and expense detail reports on research accounts and select departmental accounts.
Coordinate group meetings and special events, including logistics, lodging, travel, catering, and facilities.
Schedule meetings and maintain faculty calendars.
Prepare classroom materials.
Maintain professors' curriculum vitae, publication listings, and websites.
Assist Grants Manager with preparation of administrative portions of grant proposals, securing faculty signatures, and tracking grant proposal reporting deadlines.
Gather information and prepare administrative forms for visitors, postdoctoral scholars, and research staff hires.
Provide administrative support as needed to faculty-hosted visitors and scholars.
Coordinate domestic and foreign travel arrangements, provide itineraries, and process travel expense reports. Ensure compliance with Caltech policies, funding agency and export regulations.
Assist with team department administrative tasks such as weekly seminars and event planning, special event planning, mail sorting, ordering, maintaining coffee room supplies, and overflow administrative support.
Edit and proofread correspondence and office forms, non-technical sections of manuscripts, PowerPoint presentations, reports, etc.
Other duties as assigned.

Basic Qualifications

Bachelor's degree or equivalent experience and at least 2 years of administrative support experience.
Excellent and diplomatic communication skills with a good command of grammar and usage.
Developed sense of tact and discretion and able to maintain confidentiality when required.
Demonstrated facility with software programs and eagerness to learn new administrative systems.
Intermediate-level Excel skills.
Experience using Microsoft Office/Office 365 and Adobe.
Excellent typing and proofreading skills.
Ability to work under deadlines and prioritize work effectively.

Required Documents

Resume
Cover Letter

California Institute of Technology Inc. jobs

Administrative Assistant