Job Summary

This position is primarily responsible for providing organizational and administrative services for FASA. In addition, this position will assume office administration/front desk functions for FASA. 

This person is expected to do problem solving, initiate solutions, make recommendations to the director and other relevant staff members for service improvement and have a thorough knowledge of FASA programs. The administrative assistant will administer and reconcile budgets for both offices.

Job Duties

• Coordinate administrative support for FASA and act as assistant to the director of FASA
• Screen and schedule student requests for counseling appointments
• Manage student reservations for workshops and programs
• Refer students appropriately to staff, library resources and to other offices on campus
• Refer students to resources in the FASA library
• Compile updated information to maintain the FASA library resources including books, literature, brochures, magazines and Web links
• Improve processes and implement new procedures and updates existing procedures as required
• Decide policy implementation in collaboration with director and relevant staff
• Generate management reports, which may be of statistical and analytical in nature
• Responsible for budget reports, planning special projects, and other statistics; will work in currencies other than the US dollar, e.g., British pound for study abroad budgets
• Apply general knowledge of programs and/or events to organize and coordinate programs, and workshops under the direction of the director and advising staff
• Participate in the organization and production of events/programs/workshops
• Conducts group sessions for students related to student budget management for study abroad or fellowships
• Plan and coordinate logistics, including food, setup, space requirements, handouts, and equipment for meetings and programs
• Maintain/update master calendar of events and director’s calendar
• Coordinate travel arrangements
• Answer routine inquiries without consultation and respond to minor problems or complaints
• Handle billing, receipt reconciliation, and payments using Caltech budgeting programs; works currencies such as US dollar, UK pound, Euro, and Danish Kroner
• Create charts in Excel/Word, update office webpage using editor, and use meeting scheduling programs such as Doodle and Surveymonkey
• Act as assistant to director and assistant director
• Other duties as assigned

Run front desk support of office which includes:

• greeting students and other visitors to the office
• review and distribute mail
• manage multiple (2) phone lines
• oversee general upkeep of office
• manage office supplies purchases and supply closet

Responsible for managing interview schedules for FASA:

• confirm student sign-ups
• correspond with organizations and students through email, phone and in-person
• negotiate schedule changes between staff and students
• assemble fellowship and study abroad folders

Basic Qualifications

• Bachelor's degree
• Minimum of 3 year’s progressively responsible administrative support experience in a higher education, education, or business environment
• Ability to understand, learn and use computer and internet technology such as databases, web editor programs, online budget programs, etc.
• Good keyboarding skills
• Very high level of organizational ability and follow through
• Ability to meet and anticipate deadlines
• Excellent communication (verbal/written), interpersonal and organizational skills
• Must be able to speak and write clearly and with knowledge of English grammar
• Ability to effectively interact with undergraduate and graduate students
• Experience using Apple computers or ability to quickly learn such hardware
• Advanced skill level using Word, Excel, Access, email, and PowerPoint
• Basic skill level using Safari and Internet applications
• Work well in a team environment while independently working on projects
• Work well under pressure with multiple interruptions
• Self-Starter
•  Excellent at prioritizing multiple tasks
• Professional demeanor and takes direction well
• Budget and accounting skills
• Quantitative and verbal reasoning skills
• Must posses, or have the ability to obtain, a California driver’s license and maintain it during period of employment

Preferred Qualifications

• Experience working with diverse student populations at higher education level.

Required Documents

• Resume