Position Description

Administrative Assistant

Job Category
Parttime Regular

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

The Division of Geological and Planetary Sciences is seeking a part-time Administrative Assistant who will provide support to the Grants and Building Manager in the Geochem/Geobio/Geo Department. Under direct supervision, the successful candidate will handle financial and non-financial duties for faculty, postdoctoral scholars, students, and research staff. The functional title for this 20-hour-per-week position will be Grants Manager Assistant.

Essential Job Duties

• Assist in preparing proposals, 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.
• Assist with the financial and administrative monitoring of sponsored research awards, including preparation of monthly funds management and personnel reports and review of allowable costs and account balances to prevent over- or under-spending.
• Assist with the timely submission of technical reports; process web internal charges for internal users; monitor fabrication and cost-sharing accounts, subawards, and consulting agreements; maintenance of research award summaries; track pending proposals and award closeouts.
• Assist with the monitoring and clearance of commitments on purchase orders, payment of invoices, and the extension or closeout of subawards and consulting agreements.
• Support faculty with administrative and clerical duties, such as editing and proofreading correspondence and organizing meetings, seminars, and conferences. Prepare or copy class material; may update faculty websites. Maintain faculty calendars and schedule meetings/appointments.
• Purchase supplies and equipment via P-Card and TechMart; process sub-awards and consulting agreements; monitor receipt of deliveries and handle shipping duties, which may require assistance from the Office of Export Control; assist with invoice approvals; process reimbursements and payment requests; reconcile monthly P-Card reports.
• Coordinate travel arrangements and advances; process expense reports; 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.
• Assist with completing forms for guests, external affiliates, volunteers, visitors, visiting student researchers, and undergrad student programs.
• Assist with the submission and follow-up of facilities work order requisitions.
• Provide backup support to department colleagues as necessary.
• Apply knowledge of Institute policies, Division practices, sponsor terms and conditions, and government rules and regulations to all assigned duties as applicable.
• Take initiative to inform the manager of outstanding work; proactively search for new information or established guidelines relevant to tasks and projects that may provide direction or solutions; maintain clear communication of pending issues with faculty, postdocs, students, and staff.
• Other duties as assigned.

Basic Qualifications

• Bachelor’s degree and at least 3 years of equivalent administrative experience.
• Detailed, process-oriented, excellent organizational skills; able to prioritize work effectively and meet deadlines.
• Good judgment and discretion; ability to maintain confidentiality.
• Ability to work under deadlines, prioritize work effectively, and be flexible.
• Cooperative and self-motivated; ability to handle duties in a proactive and timely manner.
• Strong interpersonal, written, and communication skills.
• Intermediate-level Excel skills.
• Experience using Microsoft Office/Office 365 and Adobe.
• Experience coordinating travel arrangements and making itineraries.
• Demonstrated facility with software programs and eagerness to learn new administrative systems.

Preferred Qualifications

• Knowledgeable in accounting as it pertains to budgets and cost detail spreadsheets.
• Experience with Caltech systems and software applications.
• Demonstrated initiative for taking on unfamiliar or additional tasks.
• Experience using website design software.

Required Documents

• Resume
• Cover Letter

Hiring Range

$20.00 to $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.