Administrative Assistant

California, United States
13 Aug 2019
End of advertisement period
13 Oct 2019
Contract Type
Full Time

Job Summary

This position is primarily responsible for providing organizational and administrative services for FASA. In addition, this position will assume office administration/front desk functions for FASA. 

This person is expected to do problem solving, initiate solutions, make recommendations to the director and other relevant staff members for service improvement and have a thorough knowledge of FASA programs. The administrative assistant will administer and reconcile budgets for both offices.

Job Duties

  • Coordinate administrative support for FASA and act as assistant to the director of FASA
  • Screen and schedule student requests for counseling appointments
  • Manage student reservations for workshops and programs
  • Refer students appropriately to staff, library resources and to other offices on campus
  • Refer students to resources in the FASA library
  • Compile updated information to maintain the FASA library resources including books, literature, brochures, magazines and Web links
  • Improve processes and implement new procedures and updates existing procedures as required
  • Decide policy implementation in collaboration with director and relevant staff
  • Generate management reports, which may be of statistical and analytical in nature
  • Responsible for budget reports, planning special projects, and other statistics; will work in currencies other than the US dollar, e.g., British pound for study abroad budgets
  • Apply general knowledge of programs and/or events to organize and coordinate programs, and workshops under the direction of the director and advising staff
  • Participate in the organization and production of events/programs/workshops
  • Conducts group sessions for students related to student budget management for study abroad or fellowships
  • Plan and coordinate logistics, including food, setup, space requirements, handouts, and equipment for meetings and programs
  • Maintain/update master calendar of events and director’s calendar
  • Coordinate travel arrangements
  • Answer routine inquiries without consultation and respond to minor problems or complaints
  • Handle billing, receipt reconciliation, and payments using Caltech budgeting programs; works currencies such as US dollar, UK pound, Euro, and Danish Kroner
  • Create charts in Excel/Word, update office webpage using editor, and use meeting scheduling programs such as Doodle and Surveymonkey
  • Act as assistant to director and assistant director
  • Other duties as assigned

Run front desk support of office which includes:

  • greeting students and other visitors to the office
  • review and distribute mail
  • manage multiple (2) phone lines
  • oversee general upkeep of office
  • manage office supplies purchases and supply closet

Responsible for managing interview schedules for FASA:

  • confirm student sign-ups
  • correspond with organizations and students through email, phone and in-person
  • negotiate schedule changes between staff and students
  • assemble fellowship and study abroad folders

Basic Qualifications

  • Bachelor's degree
  • Minimum of 3 year’s progressively responsible administrative support experience in a higher education, education, or business environment
  • Ability to understand, learn and use computer and internet technology such as databases, web editor programs, online budget programs, etc.
  • Good keyboarding skills
  • Very high level of organizational ability and follow through
  • Ability to meet and anticipate deadlines
  • Excellent communication (verbal/written), interpersonal and organizational skills
  • Must be able to speak and write clearly and with knowledge of English grammar
  • Ability to effectively interact with undergraduate and graduate students
  • Experience using Apple computers or ability to quickly learn such hardware
  • Advanced skill level using Word, Excel, Access, email, and PowerPoint
  • Basic skill level using Safari and Internet applications
  • Work well in a team environment while independently working on projects
  • Work well under pressure with multiple interruptions
  • Self-Starter
  •  Excellent at prioritizing multiple tasks
  • Professional demeanor and takes direction well
  • Budget and accounting skills
  • Quantitative and verbal reasoning skills
  • Must posses, or have the ability to obtain, a California driver’s license and maintain it during period of employment

Preferred Qualifications

  • Experience working with diverse student populations at higher education level.

Required Documents

  • Resume