Office Assistant

California, United States
03 Jan 2021
End of advertisement period
03 Mar 2021
Contract Type
Part 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

This position will provide office and administrative assistance to the Caltech Center for Teaching, Learning, & Outreach (CTLO). The CTLO supports Caltech's multifaceted educational efforts, including undergraduate and graduate courses and curricula, formal and informal learning, and partnerships with PreK-12 teachers and students. This is a half-time benefit-based position with an afternoon schedule.

Please Note: The position is (temporarily) remote and will return to a regular part-time on-campus position when CTLO resumes working on campus, the timing of which is yet to be determined. The interview process and position will be conducted virtually – including interviews, remote onboarding, and remote work. On-site work will be required once the Institute returns to an operational status that supports it.

Job Duties

This position will require multi-tasking, providing accurate and timely results with attention to detail, and prioritizing and managing competing deadlines. The Office Assistant will also be engaged with the Department’s administrative team to support departmental projects as needed. The Office Assistant will:

  • Provide overall administrative and operational support
  • Provide calendar/scheduling support
  • Create, duplicate, and distribute communication materials or assist staff with these functions
  • Performs data entry for P-Card reports, reimbursements, and travel reports, with the supervisor conducting the final review and reconciliation
  • Prepare forms related to deposits, invoices, and payments, with the supervisor completing these transactions
  • Edit website with content provided by CTLO staff
  • Place orders for office and program supplies
  • Carry out data entry tasks in the CTLO program/service database
  • Assist with general office support, including ordering, organizing, and maintaining supplies, handling incoming calls, emails, greeting and directing visitors to appointments
  • Assist with events, including set up and break down, catering, and speaker support
  • Assist with purchasing and reimbursements using TechMart and P-Card
  • Assist with processing travel and guest speaker details, including arrangements, preparation and processing of expense reports, and associated documentation for conferences, travel, and events
  • Assist with transferring and archiving of media (photos, videos)
  • Assist with support for online, remote, and virtual meetings and events
  • Other duties as assigned

Basic Qualifications

  • AA or equivalent years of experience
  • 2 years of office experience
  • Excellent verbal and written communication skills
  • Excellent customer service skills
  • Meticulous attention to detail
  • Proficiency with office equipment (photocopier, scanner), personal computers, and MS Office Suite (Word, Excel, PowerPoint, and Outlook)
  • Ability to grasp new concepts, learn new procedures, and learn to use new applications and technologies

Preferred Qualifications

  • Proficient with Caltech’s P-Card, purchasing, and travel report systems
  • Experience with simple photo and video editing
  • Experience with some or all of the following online applications: Zoom, Mailchimp, Qualtrics, Microsoft Teams, Microsoft Sharepoint, Box
  • Experience in a Higher Education environment
  • Experience with both Windows and Mac computers

Required Documents

  • Resume
  • Cover Letter

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