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Job Summary The Administrative Assistant provides administrative and clerical support for a group of PMA faculty and their respective research groups. The position provides support for a variety of tasks including but not limited to general office support, travel coordination, appointment renewals, records, management, scheduling, and conference support.
Job Duties - Provide expert administrative assistance to Principal Investigators (PIs) requiring a thorough knowledge of the Division's processes and Institute policies and procedures. - Applies advanced knowledge of administrative functions to plan, coordinate, and assist in business operations such as drafting, typing, editing, and proofing correspondence, manuscripts, journal articles, patents, reports, grant proposals, and office forms. - Prepares and edits presentations including graphics. - Coordinates complex travel arrangements and itineraries. Assists with logistics associated with domestic and international travel including ensuring compliance with funding agency travel requirements and export regulations. - Processes expense reports, advances, reimbursements, and payment requests. Deposits reimbursement checks and ensures proper accounting of such deposits. - Answers and composes correspondence on behalf of Faculty. Follows up on all outstanding correspondence and documentation to complete processes and update necessary records. - Gathers requirement information and prepares forms for postdoctoral scholar appointments and research staff recruiting. - Coordinates interview process for prospective hires. - Keeps updated version of the Postdoc and Fellowship Guides and distributes to incoming Postdocs. - Maintains CVs of all faculty members in the research group including accurate and updated lists of publications, patents, presentations, awards, honorary degrees, and current and pending research support. - Keeps updated information on all group members. - Maintains current affiliations of former group members and other information. - Keeps updated personnel list, project list, lab jobs list, and contact information for the lab. - Maintains files of letters of recommendation; prepares letters and forms associated with student and postdoctoral applications for graduate study or employment. - Coordinates special events such as lunches, group meetings, individual seminars, seminar series, named lectures and conferences. - Organizes event logistics, schedules meetings with faculty, makes travel arrangements for speakers and coordinates reimbursements. - Reviews event budgets and reconciles expenses for each event. - Maintains seminar poster boards. - Manages purchasing cards with responsibility for recordkeeping and timely reconciliation. - Completes petty cash forms and processes reimbursements. - Performs data entry. - Screens and routes/delivers regular mail, email, and telephone calls, as appropriate. - Processes and maintains sensitive and confidential information. - Maintains paper and electronic filing systems. Filing includes managing both current and historical information, with ability to retrieve previous correspondence as a basis for current responses. - Tracks deadlines and deliverables for technical reports and proposal deadlines; advises grant managers and professors of pending deadlines; assists grant manger in obtaining information, as requested. - Maintains calendars; schedules meetings and appointments, etc. - Creates/updates department or faculty web pages, including the research group's websites, and websites created for courses. - Other duties including general photocopying, shredding or archiving; Updating group rosters, literature surveys, group responsibilities, meetings, and email addresses. - Orients new group members and support personnel; distributes keys. - Downloads documents that have been identified by the faculty member. - Responsible for the tracking of group property and submitting and following-up on facility requests. - Will support the Space Survey on a bi-annual basis. - Support of the Equipment Inventory and other physical inventories, as needed. - General computer and other housekeeping duties. - Additional duties as assigned.
Basic Qualifications - Six or more years of relevant work experience. - Communicate effectively both orally and in writing. - Exercise good judgment, diplomacy, and patience. - Use a computer proficiently for word processing, databases, spreadsheets and online research. - Ability to work on both a Mac and PC with experience using various computer software programs. - Experience coordinating and scheduling complex travel arrangements and itineraries with very specific requirements from funding agencies. - Excellent communication skills and good command of English grammar. - Strong word processing and proofreading skills. - Highly organized with the ability to work independently, manage competing priorities, and accomplish assigned tasks accurately and in a timely manner. - Must be capable of responding to varying workloads and the capacity to work under the pressure of deadlines. - Conscientious, detail-oriented, and proactive. - Demonstrates good judgment and initiative. - Proactively works with minimal direction to accomplish goals. - Excellent interpersonal relations skills using tact, patience, and courtesy and effective oral and written communication skills necessary to interface with faculty, students and visitors in a professional manner. - Customer service oriented; ability to effectively resolve problems by applying policies and procedures. - Ability to maintain confidentiality.
Preferred Qualifications - Bachelor's degree with three or more years of relevant work experience. - Oracle and/or Caltech experience. - Ability to work independently with minimal supervision. - Experience supporting senior level faculty.
We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.
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The California Institute of Technology (Caltech) is a world-renowned science and engineering research and education institution, where extraordinary faculty and students seek answers to complex questions, discover new knowledge, lead innovation, and transform our future.