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Administrative Assistant

Employer
CALIFORNIA INSTITUTE OF TECHNOLOGY
Location
California, United States
Closing date
11 Nov 2019

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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

Under direct supervision, the Administrative Assistant will provide administrative support to multiple professors and their research groups in the Department of Mechanical and Civil Engineering as well as the Department at large.

Job Duties

  • Coordinates domestic and foreign travel arrangements; provides itineraries; processes expense reports. Ensures compliance with funding agency and export regulations.
  • Provides daily administrative support to Department professors including: drafting, editing, and proofing correspondence and office forms as well as nontechnical sections of manuscripts, journal articles, grants, reports, and PowerPoint presentations. Maintains professors' curriculum vitae, publications, and websites. Schedules meetings and maintains faculty calendars. Performs Internet searches.
  • Coordinates group meetings and special events including logistics, lodging, travel, catering, and facilities.
  • Functions as lab purchaser for lab supplies and research equipment using P-card and TechMart administrative systems in accordance with Institute and government policies. Maintains accurate and complete files for purchasing back-up and reconciles spending accounts.
  • Assists Grant Manager with updating financial information, preparation of administrative portions of grant proposals, and tracking proposal reporting deadlines.
  • Gathers information and prepares administrative forms for visitors, postdoctoral scholars, and research staff hires. Provides administrative support as needed to faculty-hosted visitors and scholars.
  • Prepares classroom materials.
  • Maintains and updates class and professor’s websites.
  • Assists with Department administrative tasks such as weekly seminar and event planning, special event planning, mail sorting, ordering and maintaining coffee room supplies, and overflow administrative support.
  • Other duties as assigned.

Basic Qualifications

  • Bachelor's degree.
  • Experience using Microsoft Office/Office 365, all web browsers, and Adobe.
  • Experience with coordinating travel arrangements and making itineraries.
  • Excellent communication skills with good command of grammar and usage.
  • Excellent typing and proofreading skills.
  • Ability to maintain confidentiality.
  • Ability to work under deadlines.

Preferred Qualifications

  • 3 years of experience as an administrative assistant.
  • Proactively works with minimal direction to accomplish goals and shows initiative in taking on additional tasks.
  • Caltech experience.
  • Experience using website design software.

Required Documents

  • Resume

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