Administrative Assistant

6 days left

California (US)
31 May 2019
End of advertisement period
29 Jul 2019
Contract Type
Full Time

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 Assistant to the ASIC Associate Vice President is a key member of the Audit Services and Institute Compliance (ASIC) Department. Under minimal supervision, s/he provides comprehensive administrative support to ASIC’s Associate Vice President and the ASIC Department at it Campus and JPL offices.

Job Duties

  • Provides day-to-day administrative and clerical support for ASIC AVP; answering telephone, greeting visitors, answering and directing email correspondence, responding to general inquiries and questions, maintaining records, entering and maintaining information in databases, opening and distributing mail. Supports ASIC offices at campus and JPL
  • Coordinates calendars, schedules and appointments for ASIC AVP, management, and senior audit staff
  • Coordinates materials and distribution for meetings of Board of Trustees’ Audit and Compliance Committee
  • Coordinates calendaring and key meetings, including ASIC’s annual risk assessment meetings, with all senior management at campus and JPL
  • Reviews and finalizes materials, charts and reports for presentation by senior level personnel. Performs technical word processing; edits and proofs correspondence; initiates and composes correspondence frequently requiring knowledge of subject matter
  • Develops and maintains records files and databases containing confidential information; analyzes data and summarizes findings to develop non-standard reports
  • Coordinates budget activities related to general budget development; tracks, monitors and analyzes budget expenditures; projects and plans future administrative expenditures; generates monthly budget reports and operating expense reports; ensures compliance with Institute policies and procedures. Processes labor distribution changes and account transfers; generates/customizes periodic reports form Oracle system data
  • Initiates and places orders for office equipment, supplies, and furniture; resolves related billing issues and reconciles expenditures; performs administrative coordination for projects involving facilities rehabilitation, renovations, repairs, and maintenance; under limited supervision conducts vendor searches and obtains bids for equipment and services
  • Coordinates training and conferences for ASIC team members including travel arrangements and complex and/or international travel; processes requisite expense reports and payment requests and ensures compliance with all Institute travel requirements
  • Sets up ASIC consulting agreements and ensures compliance with Institute requirements
  • Coordinates ASIC event logistics by arranging catering, facilities, marketing materials, and (when applicable) lodging and travel
  • Performs as ASIC’s Payroll Activity Monitor (PAM). Creates weekly TeamMate reports under direction of ASIC management
  • Administers ASIC’s petty cash fund
  • Acts as backup webmaster for the ASIC website. Ensures policy links remain active by running periodic queries and coordinating with appropriate departments or personnel as needed
  • Coordinates maintenance, repairs, and upgrades of ASIC campus office. As appropriate, coordinates logistics related to the JPL offices
  • Other duties as assigned by ASIC AVP or designee

Basic Qualifications

  • Associate degree or equivalent
  • 5 years administrative experience
  • Advanced knowledge in the following software: Microsoft Office Suite (e.g., Word, Excel, PowerPoint etc.)
  • High degree of integrity and confidentiality

Preferred Qualifications

  • Bachelor's Degree
  • 2 years experience in coordinating budgets
  • Knowledge of Caltech policies and procedures

Required Documents

  • Resume

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