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 The Division of Physics, Mathematics and Astronomy has an opening for an Administrative Assistant. With primary responsibility as a floater working with a team of 16 Administrative Assistants across the Division, this position will provide support for a variety of tasks including, but not limited to general office support, purchasing, travel coordination and workshop/seminar/conference coordination and support.
This is a full-time, 40-hour per week, benefit-based position located on the Caltech campus in Pasadena, CA.
Job Duties This position will: - Assist in the coordination of special events such as lunches, group meetings, individual seminars,seminar series, named lectures, and conferences. Assist with event logistics, make travel arrangements for speakers and coordinate reimbursements. Work the events as needed.Coordinate travel arrangements and itineraries. Assist with logistics associated with domestic and international travel, including ensuring compliance with funding agency travel requirements and export regulations - Process expense reports, advances, reimbursements, and payment requests - Place orders for supplies, materials, equipment, and services via P-card or TechMart - Manage P-card with responsibility for recordkeeping and timely reconciliation - Handle general photocopying, shredding, and archiving - Perform additional duties as assigned
Basic Qualifications - Associate Degree and 1 year of general office experience, or equivalent mix of education and work experience - Customer-service oriented - Team player with a positive, willing attitude - Ability to prioritize multiple tasks and respond to last minute deadlines - Proficiency in Word, Excel, and PowerPoint - Excellent verbal and written communication skills - Conscientious, detail-oriented, and proactive with the ability to effectively resolve problems - Demonstrates good judgment, initiative, flexibility and willingness to handle change - Aptitude for detail with the ability to work well under pressure
Preferred Qualifications - Previous administrative experience with skills in office operations and procedures - Previous Caltech experience
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.
Copyright 2017 Jobelephant.com Inc. All rights reserved.
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.