"Administrative Assistant"

Job Summary

We are seeking a talented and detail-oriented Administrative Assistant to join the Physics, Mathematics & Astronomy Division administrative team. The successful candidate will possess initiative, good judgment, and strong problem-solving skills, and quickly gain knowledge of department, division, and campus-wide operations. In a moderately complex environment, the Administrative Assistant is responsible for a variety of administrative and clerical activities to support faculty members in PMA.

This is a full-time, regular position reporting to the PMA Business Operations Supervisor. This is an on-site position on our Pasadena campus.

Essential Job Duties

• Provide daily administrative support to professors and their 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.
• Coordinate in-person group meetings and special events including logistics, lodging, travel, catering, and facilities.
• Schedule meetings and maintain faculty calendars.
• Prepare classroom materials.
• Maintain professors’ curriculum vitae, publication listings, and websites.
• Manage administrative workflows for visitors and postdoctoral scholars, including preparing required forms, entering and tracking data, and maintaining records in Wrike and related systems.
• 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 in-person weekly seminars and event planning, special event planning, mail sorting, ordering, and maintaining coffee room supplies, and overflow administrative support.
• Edit and proofread correspondence and office forms, the non-technical sections of manuscripts, PowerPoint presentations, reports, etc.
• Maintain and update class and professors' websites.
• In-person on-boarding of new group members
• Other duties as assigned.

Basic Qualifications

• Bachelor's degree or equivalent.
• 3 years of administrative experience.
• Ability to maintain confidentiality.
• 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.

Preferred Qualifications

• Proactive work ethic requiring minimal direction to accomplish goals.
• Demonstrated initiative for taking on unfamiliar or additional tasks.
• Experience with Caltech systems.

Required Documents

• Resume.

Hiring Range

$27.50 - $33.00 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.