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 Climate Modeling Alliance (CliMA) is a coalition of scientists, engineers, and applied mathematicians at Caltech, MIT, the Naval Postgraduate School, and NASA's Jet Propulsion Laboratory. CliMA is building a new climate model, to produce more accurate and actionable predictions of our changing future. The CliMA Program Coordinator at Caltech will be at the heart of the team's operations and activities. The Coordinator will help the CliMA leadership and team members stay focused on their projects and help them move forward by resolving operational and administrative issues before they arise, and will work closely with the Grants Manager to assist with financial management of the project.

Job Duties

• Perform an extensive array of administrative tasks (e.g., communications, keep website content current, book travel, and schedule facilities)
• Plan conferences, seminars and meetings, including coordinating room setup and making travel arrangements
• Purchase supplies and equipment and process reimbursements and payment requests
• Assist with the financial and administrative management of grants, subawards, and consulting contracts, including account and compliance monitoring, budget forecasting, and preparation of financial reports
• Assist with the preparation and submission of new grant proposals, including budget and non-scientific proposal preparation and ensuring proper formatting and content according to agency guidelines
• Prepare job requisitions for new hires and process appointments of postdocs, guests, volunteers, and visiting student researchers
• Other duties as assigned

Basic Qualifications

• Bachelor's degree or equivalent practical experience
• At least three years of administrative, project management, or event planning experience
• Excellent verbal and written communication skills and quantitative skills
• Experience operating and communicating within cross-functional teams
• Proficient with software such as Word, Excel, PowerPoint, and Adobe Acrobat
• Ability to work independently within a dynamic team

Preferred Qualifications

• Bachelor’s degree in Business or Accounting
• Proven ability to consistently and positively contribute in a fast-paced, changing work environment, with the ability to prioritize multiple functions and tasks and manage work time efficiently
• Ability to take initiative and build relationships
• Previous experience working in an academic or research setting, at Caltech or elsewhere

Required Documents

• Resume