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Job Summary

The Division of Physics, Mathematics and Astronomy has an opening for full-time administrative and communications assistance. The position provides support to the PMA Division Office on a variety of tasks including but not limited to general office support, purchasing, travel coordination, scheduling, and conference support. Additionally, the position will be responsible for maintaining basic communications channels and content within the division.

This is a full-time, 40-hour per week, benefit-based position located on the Caltech campus in Pasadena, CA.

Job Duties

• Will serve as point of contact for research groups in the division, coordinating office furniture, phones, keys, etc. This will require managing the division’s furnishings resources, as well as developing a solid working relationship with Caltech’s trades and service offices
• Oversee and coordinate e-waste management for the Division
• Will assist with travel arrangements, domestic and international, including travel advances, seminar and conference registrations, and processing of expense reports and reimbursements, as needed
• Maintains communication and outreach activities that portray the Division to various constituencies, using webpages, social media, print media, and special events
• Build and manage outside vendor relationships, including contract negotiation for services and special events
• Responsible for placing orders for supplies, materials, equipment and services via p-card or Tech Mart
• Manages p-card with responsibility for record keeping and timely reconciliation
• Assists in the coordination of special events such as lunches, group meetings, individual seminars, seminar series, named lectures and conferences. Assist with event logistics, makes travel arrangements for speakers and coordination of reimbursements
• Other duties including general photocopying, shredding or archiving
• Additional duties as assigned

Basic Qualifications

• Ability to prioritize multiple tasks and respond to last minute deadlines
• Proficient in Word, Excel, and PowerPoint
• Demonstrated experience creating outreach and communication materials to include graphics, web pages, social media, print media, and special events
• Experience in maintaining websites, information displays and online content
• Excellent communication skills and good command of English grammar
• Conscientious, detail-oriented, and proactive. Demonstrates good judgment and initiative
• Customer service oriented; ability to effectively resolve problems by applying policies and procedures

Preferred Qualifications

• College student currently pursuing a BA/BS degree
•  Previous experience with Caltech’s internal systems such as P-Card, WIC, Cognos, Oracle, etc., is highly desired
• Demonstrated flexibility and willingness to handle change
• Aptitude for detail with the ability to work well under pressure
• Previous administrative experience with skills in office operations and procedures

Required Documents

• Resume
• Cover Letter