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Job Summary

Provide administrative and clerical support to the research group of multiple professors in the Computing and Mathematical Sciences department.

Job Duties

• Provide day-to-day administrative and clerical support which includes heavy calendar and meeting scheduling, records maintenance, answering emails, etc.
• Coordinate heavy professorial, researcher, and student travel arrangements and itineraries, managing all logistics associated with domestic or international travel; process reimbursements and ensure compliance with all Institute and funding agency travel requirements; make detailed cost-effective travel arrangements online.
• Coordinate purchasing activities, in keeping with Institute policies and funding agency regulations. Perform P-card reconciliation for the research groups, including travel expense reports. Resolve related billing issues. Track deadlines and deliverables.
• Coordinate events such as lunches, group meetings, retreats, workshops, seminars, and conferences, which include organizing event logistics, lodging, travel, catering, facilities, etc.
• Assist grants manager with pre- and post-award tasks. Have access or maintain CV for each faculty member. Assist faculty and grants manager in preparing “Facility, Resource and Equipment” forms, and “Collaborators & Other Affiliations” forms for proposal submission. Assist with submission of progress and annual reports if requested by faculty.
• Reconcile account activity for various federal awards, grants, contracts, gifts, and endowments in a timely manner. This includes investigating unexpected charges and anything that looks amiss.
• Initiate and prepare forms for visitors, postdoc appointments, VSRs, guests, special students, visiting associates, etc. Route forms appropriately within the Department.
• Provide web updates and maintenance support to the research groups’ web sites; develop and maintain publications database on-line, including links to Caltech Authors repository, etc.
• Support faculty teaching (web updates, copying, etc.).
• Prioritize work when working for multiple professors.
• Provide administrative staff with backup as needed.
• Assist with department event planning/setup/cleanup.
• Other duties for the research groups, or the department, as assigned.

Basic Qualifications

• High school diploma or GED with at least six years of relevant work experience.
• Demonstrated ability to manage work time efficiently, prioritize work, and accomplish assigned tasks timely and accurately.
• Strong interpersonal and organizational skills with a proven ability to consistently and positively contribute in a team based work environment.
• Excellent verbal and written communication skills, with an emphasis on tact and diplomacy.
• Demonstrated good judgment and initiative.
• Ability to interact and work with various levels of faculty and staff.
• Excellent skills and experience with various computer software including Web tools, HTML, Internet search engines, MS/Office (Word, Excel, PowerPoint), CardQuest, knowledge of basic latex at level required for processing letters.

Preferred Qualifications

• Bachelor’s degree.
• Caltech experience preferred (including experience with P-card reconciliation, travel arranging and reporting, TechMart purchasing system, financial reporting).

Required Documents

• Resume
• Cover Letter