LIGO Property and Logistics Administrative Assistant

California, United States
Thursday, 25 June 2020
End of advertisement period
Tuesday, 25 August 2020
Contract Type
Part Time

Job Summary

LIGO Laboratory (the Laser Interferometer Gravitational-wave Observatory) seeks a highly motivated and skilled Property and Logistics Administrative Assistant to join its team. LIGO is a National Science Foundation major facility dedicated to gravitational wave astronomy and astrophysics, jointly operated by the California Institute of Technology and Massachusetts Institute of Technology. The current generation of advanced interferometers came on line in 2015 and shortly afterwards LIGO launched the field of gravitational wave astronomy with the first observation of the birth of a black hole; this achievement led to the awarding of the 2017 Nobel Prize in Physics to its founders. LIGO consists of two widely separated (3,002 km), 4-kilometer-long interferometers operating as a single, phased detector. One (LIGO Hanford Observatory) is located north of Richland, Washington and the other (LIGO Livingston Observatory) is in Livingston, Louisiana. Concurrent to observatory operations, the Laboratory maintains a vigorous R&D program, primarily centered at the Caltech and MIT campuses, to further enhance the capabilities of the LIGO detectors. For more information, please visit the Laboratory website at http: \\  

The work location is at the LIGO Livingston Observatory, near Livingston, Louisiana. This is a part-time position (Approx 20 h/week) 2:00 PM - 6:00 PM Monday - Friday.

Job Duties

Property and Logistics Admin

  • Assist LIGO Property and Logistics Manager and Operations Manager in administration of capital and non-capital equipment. This includes documenting, tagging, tracking equipment, and the annual physical inventory of capital equipment
  • Create electronic file in the LIGO Document Control Center for all capital equipment
  • Receive all equipment, including physical inspection of equipment or coordinating with technical staff on inspections
  • Responsible for coordinating and storage and warehousing needs
  • Coordinate any equipment loans and transfers, including documentation
  • Complete the processing and recording of capital equipment trade-ins, exchanges and retirements, non-capital equipment, misc. property, recyclable components and materials dispositions
  • Responsible for shipping and receiving domestic and international shipments for site personnel and LIGO community
  • Prepare all shipping labels and assist with packaging of items to be shipped
  • Responsible for organization of shipping area, ordering of shipping supplies, processing of shipping requests, and receiving in Caltech’s purchasing system
  • Coordinate and schedule deliveries and pickups
  • Loading and unloading of freight shipments – maintain certifications in Forklift

Admin Support for Inventory Control System- ICS

  • Processing of detector equipment shipments (Using Inventory Control System) 
  • Assist Operations Manager and ICS users with administration of ICS to manage and record disposition and storage for all detector equipment
  • Add and train new ICS users as needed
  • Assist vacuum team to coordinate staging of incoming parts for clean and bake

Admin Support for Computerized Maintenance Management System

  • Assist Operations Manager with administration of Computerized Maintenance Management System (CMMS- We use FAMIS) to manage and record preventative maintenance for all equipment
  • Produce FAMIS work orders, reports, and track to completion
  • Add and train new users
  • Assist Operation Manager maintain and publish Key Performance Indicators of Observatory performance for Operations FRS, FAMIS, VFA

Basic Qualifications

  • Associate's degree in business or related field, plus 3+ years of related work experience or equivalent combination of education and related experience
  • Excellent organizational skills, a high level of initiative and the ability to work in a collaborative environment are essential
  • Must be able to work Monday through Friday 2:00 p.m. - 6:00 p.m.
  • Experience working with people who have a broad range of backgrounds and skills
  • A level-headed disposition and professional demeanor
  • Proficiency with standard office computing applications (e.g., Word, Excel, and web applications)
  • Excellent English language written and oral communication skills
  • Strong teamwork skills and an ability to collaborate with coworkers having diverse skills and backgrounds
  • An aptitude and enthusiasm to learn new skills, and to assist and train others 
  • A proactive approach to work quality and completion
  • Safety oriented
  • Must have a valid driver’s license at the time of employment and be able to maintain it throughout the course of employment

Preferred Qualifications

  • Experience in an academic or laboratory administrative setting
  • Knowledge of federal property management regulations and their application to manage property on federally-supported grants

Required Documents

  • Resume
  • Cover Letter

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