Administrative Assistant

Position Description

Administrative Assistant

Job Category
Fulltime 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 Chemistry and Chemical Engineering (CCE) seeks a motivated and adaptable individual to join the administrative team as an Administrative Assistant. CCE faculty are among the most distinguished and innovative in the world, leading research into new areas of science and technology. Reporting to the Division Operations Officer, the successful candidate will provide tailored administrative support to multiple research groups and professors while working within a dynamic team of administrative staff. This individual will interact with various departments and programs on campus and leverage AI tools to enhance administrative efficiency. This role offers an exciting opportunity for an individual eager to provide high-level administrative support while leveraging cutting-edge AI tools in a prestigious academic environment.

Essential Job Duties

Administrative Support and Coordination:

• Provide administrative assistance to professors and research groups, requiring a thorough knowledge of Division processes and Institute policies.
• Tailor support to individual faculty needs, including managing calendars and scheduling meetings, appointments, and interviews.
• Answer and compose correspondence on behalf of professors, maintaining a professional and proactive communication style.

Document Preparation and Editing:

• Draft, type, edit, and proof correspondence, manuscripts, journal articles, patents, grant proposals, reports, and other documents as needed.
• Prepare and edit PowerPoint presentations, developing presentation materials from original content.

Grant and Budget Management:

• Track deadlines for grant proposals, ensuring timely submission and compliance with funding agency requirements.
• Prepare and collate grant proposals, including NIH submissions, and provide budget-related assistance by reconciling discrepancies and tracking purchases.
• Provide data and input for financial projections, collaborating with grant managers as needed.

Event Planning and Coordination:

• Plan, organize, and coordinate special events such as seminars, symposiums, conferences, and faculty dinners.
• Coordinate logistics, including speaker travel arrangements, lecture hall AV setup, catering, and budget reconciliation.

Teaching Support:

• Prepare classroom materials, arrange teaching equipment/AV, and collect homework and examinations for undergraduate and graduate courses.
• Maintain files of letters of recommendation for student and postdoctoral applications.

Personnel Coordination:

• Maintain up-to-date information on group members (e.g., graduate students, postdoctoral scholars, visiting associates, and undergraduates).
• Coordinate interview and hiring processes for postdoctoral scholars, updating lab-specific guides, and distributing them to new members.

AI Integration and Utilization:

• Learn and implement AI tools such as ChatGPT, CoPilot, and other relevant technologies to enhance efficiency in administrative tasks.
• Use AI to assist with drafting documents, managing schedules, creating reports, and streamlining communication.

General Office Management:

• Maintain records, databases, and document files electronically and in hard copy, ensuring accuracy and confidentiality.
• Manage purchasing cards, reconcile expenses, process reimbursements, and administer petty cash as needed.
• Interface with campus personnel, external associates, and Division staff, acting as a liaison to the research group(s).

Other Duties as Assigned:

• Provide administrative backup to other administrative staff and assist with Division-wide initiatives as needed.
• Serve as the Floor Warden or Building Coordinator for emergency planning purposes.

Basic Qualifications

• Bachelor’s degree or equivalent experience.
• 3+ years of administrative support experience, preferably in an academic setting, or equivalent experience.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and calendaring/email systems.
• Experience with workflow automation, including the use of APIs, Microsoft 365 automation, or similar tools to streamline processes and integrate systems.
• Experience with data querying, transformation, and extraction from structured data sources (e.g., SQL).
• Experience developing web-based applications (e.g., research lab websites).
• Experience using or a deep interest in learning AI tools such as ChatGPT, CoPilot, or similar technologies; understanding of when the use of these tools is or isn’t appropriate, and whether particular AI output is appropriate.
• Highly organized, able to manage competing priorities and meet deadlines with accuracy and attention to detail.
• Excellent interpersonal and communication skills, with the ability to interface professionally with faculty, staff, students, and visitors.
• Strong word processing and proofreading skills.
• Ability to work independently, demonstrate good judgment, and maintain confidentiality.

Preferred Qualifications

• Knowledge of Caltech policies, procedures, and systems.
• Experience working on both PC and Mac operating systems.
• Previous experience supporting senior faculty and/or managing NIH grant proposals.
• Experience with or desire to learn to write precise and complex prompts for AI; integrating AI tools into complex workflows; using logic and critical thinking to evaluate and optimize AI output.

Required Documents

• Resume
• Cover Letter stating why you believe your prior experiences make you a strong match for this role. Please additionally provide (1) your prior experience with workflow automation and/or AI systems, and (2) your views on which top three tasks/responsibilities from the position description would benefit most from using AI/LLM tools and why. Limit your answer to no more than one page.

Hiring Range

$20.00 - $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.