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.
The Division of Geological and Planetary Sciences is seeking a part-time Administrative Assistant who will provide support to the Grants Manager in the Planetary Science Department. The successful candidate will assist the Grants Manager with administrative, financial, and research administration duties for faculty, postdocs, students, and research staff.
Essential Job Duties
Proposal preparation, ensuring proper formatting and content according to sponsor guidelines. Prepare budget and non-scientific documents, proofread, enter and upload required information and documents, assist with approval routing and document distribution.
Financial and administrative monitoring of sponsored research awards including preparation of monthly funds management and personnel reports, projections, review of allowability of costs and account balances to prevent over or under spending.
Coordinate timely submission of technical reports; monitoring and clearance of commitments (purchase orders) and payment of invoices; monitoring of fabrication and cost sharing accounts; maintaining research award summaries; tracking pending proposals; assist with award closeouts.
Support faculty with administrative and clerical duties such as editing and proofreading correspondence and reports; and organizing meetings, seminars, and conferences. Prepare or copy class material, may update faculty and class websites. Maintain faculty calendars, and schedule meetings/appointments.
Purchase supplies and equipment via P-Card and TechMart: process subawards and consulting agreements; monitor receipt of goods and services deliveries, process reimbursements and payment requests, and reconcile monthly P-Card reports.
Coordinate travel arrangements, process expense reports, advances, payment requests and reimbursements. Assist with logistics associated with domestic and/or international travel; ensure compliance with sponsor and Institute travel policies and export regulations. Deposit reimbursement checks and ensure proper crediting to accounts.
Interaction involves routine and/or complex communication with department and division staff and various members of the campus community.
Apply advanced knowledge of Institute policies, Division practices, and sponsor terms and conditions to all assignments.
Process and maintain confidential information, prioritize tasks and projects, track deadlines and deliverables.
Take responsibility and ownership for work performance, with emphasis on teamwork.
Ability to solve routine problems, ask questions, know when to refer complex issues to manager.
Other duties as assigned.
Associate's degree in business or accounting or equivalent experience with at least 5 years of relevant administrative experience, and intermediate business math and accounting skills.
Detailed and process oriented. Excellent organizational skills; able to prioritize work effectively and meet deadlines.
Good judgement and discretion; ability to maintain confidentially.
Quick comprehension; able to work in a fast paced environment with shifting priorities.
Cooperative and self-motivated; handle duties in a proactive and timely manner.
Flexible; able to work well under pressure and maintain a positive attitude.
Strong interpersonal written and communication skills.
Technologically savvy with computers and office equipment; advanced knowledge in Excel and Word.
Bachelor's degree in business or accounting.
Experience with Abode Acrobat and Dropbox.
Knowledgeable in accounting as it pertains to budgets and cost detail spreadsheets.
Experience with Caltech systems and software applications.
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.