"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

This position will provide daily office support to the Associate Vice Provost for Research Policy and Compliance, the Director of Research Compliance, the Director of Research Security, and administrators and staff within the Office of Research Policy.

Essential Job Duties

• Provides research assistance and daily administrative support to the Associate Vice Provost for Research Policy and Compliance, the Director of Research Compliance, and the Director of Research Security.
• Assists in gathering information from various administrative and academic divisions, as well as research committees to complete required compliance documentation.
• Responds to incoming emails and communicates outgoing news of importance to the Institute.
• Provides administrative support for research compliance, export compliance, and research security software.
• Maintains websites for the Office of Research Policy. Identifies solutions for effectively conveying information both internally and externally while maintaining site with current information.
• Coordinates large group meetings and makes arrangements with speakers for special events. Maintains calendars and schedules meetings/appointments with faculty and senior administration.
• Updates and maintains databases using Institute application systems, FileMaker Pro, Microsoft Excel, and Microsoft Access.
• Manages purchasing activity, including preparing TechMart requisitions and reconciling P-Card purchases for office staff; ensures that spending remains within budget.
• Processes bi-weekly payroll timecards for all office staff.
• Assists office staff with business travel arrangements.
• Scans documents for storage.
• Answers phones and transfers calls to the appropriate staff member. Takes and distributes accurate messages. Greets visitors and directs them to the correct staff member.
• Receives, sorts, and distributes incoming mail, and prepares outgoing mail for distribution.
• Orders and maintains office supplies.

Basic Qualifications

• At least two years’ office/clerical experience.
• Strong attention to detail is required and must be highly organized.
• Proficient with Microsoft 365.
• Capable of maintaining highly sensitive and confidential information.
• Demonstrated ability to interact with faculty, staff, and administrators.
• Possess excellent oral and written communication skills. Strong expository writing skills and high command of grammar and spelling required.

Preferred Qualifications

• Bachelor’s degree or equivalent.
• Experience working in a higher education environment.
• Experience maintaining highly confidential information.
• Possess a high degree of professionalism in all interactions.
• Experience coordinating large group meetings.
• Experience working with databases, such as FileMaker Pro, MS Access, or similar databases.
• Experience updating websites.
• Experience with P-Card reconciliation or similar system reconciliation for expenses.

Required Documents

• Resume
• Cover Letter

Hiring Range

$24.25 - $31.75 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. 

EEO Statement

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity, or national origin, disability status, protected veteran status, or any other characteristic protected by law.

Caltech is a VEVRAA Federal Contractor.

To read more Equal Employment Opportunity (EEO) go to eeoc_self_print_poster.pdf.

Disability Accommodations

If you would like to request an accommodation in completing this application, interviewing, or otherwise participating in the employee selection process, please direct your inquiries to Caltech Recruiting at employment@caltech.edu.