Senior Administrative Assistant

California University of Technology
Pasadena, Ca.
18 Nov 2016
End of advertisement period
16 Dec 2016
Contract Type
Fixed Term
Part Time

Classification Staff Support-Senior Exempt/Overtime Eligible Overtime Eligible Position Information

Posting Number 16501SP Division/Department Engineering and Applied Science Laboratory Work Location (City, State or Country) Pasadena, Ca. Functional Title Senior Administrative Assistant Job Category Parttime Regular If position is parttime, how many hours per week? 20 hours per week If position is temporary, is it less than 3 months? Benefits Eligible? Yes Relocation Available? No Emergency Reporting Designation? Essential Non-Reporting Number of Vacancies 1 Desired Employment Start Date 01/09/2017 Position End Date (if temporary) Anticipated Salary Range Job Summary

Under minimal supervision, provide high-level administrative support to one senior Caltech professor in Medical Engineering.

Job Duties

Position requires initial efforts in helping to coordinate the move of a new faculty member to Caltech, along with his large research group and extensive lab.

Coordinate travel arrangements; process expense reports, travel advances, and payment requests; assist with logistics associated with domestic and international travel; ensure compliance with all funding agency requirements.

Collaborate with grant manager(s) from proposal stage to post-award on all funding accounts. In addition, assist grant managers in submitting award proposals.

Initiate and/or place orders for supplies and equipment through use of a Caltech credit card or the online purchase order system (Techmart).

Organize special events such as lunches, seminars, and conferences, including organizing event logistics, lodging, travel, catering, facilities, etc. as required for the faculty you will be supporting.

Complete and process appointment related forms for post-doctoral scholars, visitors, etc.

Provide day-to-day administrative support; maintain records, enter and maintain information in databases.

Support faculty in creating PowerPoint presentations, update faculty web pages, and assist in copying class materials.

Coordinate calendar and schedule meetings and workshops.

Other duties as assigned.

Basic Qualifications

Bachelor’s degree and at least five years of progressively responsible administrative experience.

Proficient computer skills including Excel, Word, and Adobe.

Capable of solving both routine and semi-routine problems.

Effective communications skills coupled with strong oral and written communication.

Ability to interact with various levels of faculty, staff, and students.

Preferred Qualifications

Familiar with grant proposals.

Some experience with Caltech policies, procedures and administrative applications (TechMart, CardQuest, Cognos).

Supervisory position? No Posting Detail Information

Posting Open Date 11/17/2016 Posting Close Date Open Until Filled Yes EEO Statement

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, or national origin, disability status, protected veteran status, or any other characteristic protected by law.

Caltech is a VEVRAA Federal Contractor. For more information about “EEO is the Law” click here: EEO is the Law

Special Instructions to Applicants Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * Do you have a bachelor’s degree and at least five years of progressively responsible administrative experience?
    • yes
    • no
  2. * Do you have proficient computer skills including Excel, Word, and Adobe?
    • Yes
    • No

Documents Needed to Apply Required Documents

  1. Resume
  2. Cover Letter

Optional Documents