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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
This Administrative Assistant serves as the first point of interaction with the Graduate Studies Office, provides administrative support for the office, and provides online admission application assistance for the graduate academic options and prospective graduate students.
This is anticipated to be a six- month temporary assignment.
Essential Job Duties
Provide day-to-day administrative and clerical support for the Graduate Studies Office staff: provide main office telephone support, greet visitors, answer and direct email correspondence, respond to general inquiries and questions, maintain detailed records, monitor and order supplies as needed, photocopy and scan documents, and open and distribute mail
Interact with others in a warm, helpful, and thoughtful manner
Support the graduate admissions process in coordination with the Assistant Dean
Provide telephone and email assistance to applicants with specific inquires and regarding the submission of electronic documents
Maintain sensitive and confidential admissions committee evaluations
Provide administrative support for the monthly Graduate Studies Committee meetings, and annual office events such as Commencement activities, Graduate Student Orientation, and other student programming
Coordinate calendaring for the Graduate Studies Office staff and make meeting arrangements as requested
Process expense reports and payment requests
Perform other related duties as assigned
Basic Qualifications
Bachelor's or equivalent years of experience
At least 3 years of progressively increasing responsible administrative experience
Ability to attend to details
Ability to multitask
Excellent organizational and analytical skills
Excellent MS Office skills
Available to work occasional overtime and evening hours
Ability to maintain a warm and helpful attitude while working with frequent interruptions
A team player with a high degree of professionalism, maintained at all times
Strong communication skills (written and verbal)
Ability to maintain high levels of confidentiality
Ability to effectively interact with students, staff, and faculty
A self-starter who works well under pressure
Ability to efficiently triage workflow to ensure highest priority matters are handled promptly
Ability to independently organize and coordinate projects with minimal supervision
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.
