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Job Summary We are seeking a talented, enthusiastic, and detail-oriented Administrative Assistant to join the Applied Physics and Materials Science (APhMS) Department administrative team. The successful candidate will possess initiative, good judgement, and strong problem-solving skills, and quickly gain knowledge of department, division, and campuswide operations. In a moderately complex environment, the Administrative Assistant is responsible for a variety of general administrative and clerical activities to support a faculty member and large research group in the APhMS Department in the Division of Engineering Applied Science.
This is a full-time, regular position reporting to the APhMS Department Administrator.
Essential Job Duties
Provide daily administrative support to faculty and research groups.
Purchase research equipment and lab supplies, using P-card and TechMart administrative systems in accordance with Institute and government policies.
Maintain accurate and complete files of purchasing documentation.
Resolve billing related matters and regularly reconcile purchasing requisitions, P-card orders, and other costs.
Generate and review cost summary and expense detail reports on research accounts and select departmental accounts.
Coordinate group meetings and special events including logistics, lodging, travel, catering, and facilities.
Schedule meetings and maintain faculty calendar.
Prepare classroom materials.
Maintain professor's curriculum vitae, publication listings, and websites.
Assist Grants Manager with preparation of administrative portions of grant proposals, securing faculty signatures, and tracking grant proposal reporting deadlines.
Gather information and prepare administrative forms for visitors, postdoctoral scholars, and research staff hires.
Provide administrative support as needed to faculty-hosted visitors and scholars.
Coordinate domestic and foreign travel arrangements; provide itineraries; process travel expense reports.
Ensure compliance with Caltech policies, funding agency, and export regulations.
Assist with team department administrative tasks such as weekly seminars, special event planning, mail sorting, ordering and maintaining coffee room supplies, and overflow administrative support.
Edit and proofread correspondence and office forms, non-technical sections of manuscripts, PowerPoint presentations, reports, etc.
Perform other related duties as assigned.
At least 3 years of administrative experience.
Excellent and diplomatic communication skills with good command of grammar and usage.
Developed sense of tact, discretion, and able to maintain confidentiality when required.
Demonstrated facility with software programs and eagerness to learn new administrative systems.
Intermediate-level Excel skills.
Experience using Microsoft Office/Office 365 and Adobe.
Experience coordinating travel arrangements and making itineraries.
Excellent typing and proofreading skills.
Ability to work under deadlines and prioritize work effectively.
Proactive work ethic requiring minimal direction to accomplish goals.
Demonstrated initiative for taking on unfamiliar or additional tasks.
Experience using website design software (i.e. Squarespace or similar).
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.