Office Support Assistant

5 days left

United Kingdom
21 Jun 2019
End of advertisement period
21 Jul 2019
Contract Type

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 position will be assisting the Office of Sponsored Research (OSR) with general office duties related to contract and grant administration, including: entering data in the Grant Proposal database, scanning files for uploading in the shared document repositories (RADR), setting up new proposal and award files, managing and archiving files. The incumbent is expected to have a working knowledge of Microsoft Office programs, be a self starter and able to work with minimum supervision. The position will report to the OSR Senior Contract and Grant Officer.

Job Duties

Office of Sponsored Research (OSR) general office duties related to contract and grant administration to include:

  • Enter proposal and award data in the OSR Grant Proposal database
  • Scan award documents and upload into shared document repositories
  • Process and distribute electronic mail for OSR staff
  • Process and distribute physical mail for OSR and distribute for the Department of Research Administration
  • Set up new proposal and award file folders
  • Update files with new correspondence and award documents
  • Maintain file room
  • Assist in the semi-annual file room purge of old files and send files to the archives
  • Act as a backup for central office receptionist, if needed
  • Maintain files and documents
  • Other duties and special projects as assigned

Basic Qualifications

  • High school diploma or GED
  • A strong attention to detail with the ability to identify inconsistencies
  • Ability to work independently as well as work effectively in a group
  • Strong organizational and interpersonal skills to work effectively with OSR and other campus unit personnel
  • Demonstrated skill in the use of computers using Windows-based software (Excel, Word, Access, etc.) general working knowledge of spreadsheet software and database entry; and be able to handle large amounts of data entry work assignments

Preferred Qualifications

  • General office experience
  • One to two years of experience within an educational institution
  • Experience within a sponsored projects or grant related setting
  • Working knowledge of MS Office and Excel
  • Ability to maintain composure and productivity despite multiple deadlines, frequent interruptions, distractions, and competing priorities
  • Communication skills to compose general correspondence, professionalism, and dependability

Required Documents

  • Resume

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