"Administrative Assistant"

Position Description

Administrative Assistant

Job Category
Fulltime Temporary

ExemptOvertimeEligible
Overtime Eligible

Benefits Eligible
Benefit Based

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

Reports to the Director of Infrastructure and Maintenance to provide administrative and workflow support to the trade shops. The incumbent will monitor and update workflow systems, including the campus IWMS and timekeeping software. This position ensures timely response to campus-wide service requests, communicates with customers as needed, and supports the Service Center and shop teams with work order tracking, scheduling, and timekeeping processes.

Essential Job Duties

• Follow all safety procedures and maintain a safe and secure work environment.
• Use the IWMS to monitor daily workflow, update work statuses, support scheduling, and assist with staff timekeeping reviews and approvals.
• Use the Caltech Timekeeping System to review daily staff timecard activity for payroll processing.
• Assist with scheduling work assignments using the IWMS scheduling function.
• Monitor and recommend improvements to processes and procedures to enhance workplace efficiency.
• Manage daily administrative activities to support shop operations and improve workflow efficiency.
• Provide communication support between customers, shop staff, and supervisors.
• Perform other duties as assigned.

Basic Requirements

• High school diploma or equivalent, and at least four years of general office or administrative experience.
• Excellent interpersonal skills to interact effectively with faculty, staff, students, and visitors.
• Proficiency with MS Word, Excel, Outlook, and experience with CMMS and timekeeping software.
• Ability to learn new software and adapt to new technologies.
• Self-starter with the ability to work independently, maintain confidentiality, and meet deadlines.
• Strong verbal and written communication skills.
• Ability to prioritize tasks and meet critical, time-sensitive deadlines.
• Ability to manage multiple tasks and shift smoothly between competing priorities.

Preferred Qualifications

• Previous Caltech experience or experience working in an academic or construction environment.
• Proficiency with AiM and Kronos or similar preventive maintenance and timekeeping software would be a plus.

Required Documents

• Resume.

Hiring Range

$20.00 - $27.00 Per Hour

The salary of the finalist(s) selected for this role will be set based on a variety of factors, including but not limited to, internal equity, experience, education, specialty and training.

As one of the largest employers in Pasadena, CA, Caltech is committed to providing comprehensive benefits to eligible employees and their eligible dependents. Our benefits package includes competitive compensation, health, dental, and vision insurance, retirement savings plans, generous paid time off (vacation, holidays, sick time, parental leave, bereavement, etc.), tuition reimbursement, and more. Non-benefit eligible employees will have access to some benefits such as onsite counseling and sick time. Learn more about our benefits and staff perks.