"Division Assistant"

Job Summary

The Division of Geological and Planetary Sciences is seeking a motivated individual to join the administrative team. Under general supervision, the successful candidate will provide advanced administrative and clerical support to coordinate and assist with day-to-day business operations, including website and communication duties, budget-related activities, and event and travel coordination.

Essential Job Duties

• Develop and maintain division and affiliated websites, including creating and updating calendars, contact lists and directories, news announcements, and faculty honors and awards.
• Develop print and digital publications of division information and special events.
• Create and manage web-based registration forms and documents for various purposes, including field trips, vehicle use requests, and meetings/events.
• Generate financial reports.
• Assist with biennial service center reviews and periodic rate reviews.
• Process internal charges for service centers.
• Maintain records files and databases.
• Assist with the planning and execution of division-hosted special events and programs, including announcements, registration, catering, rentals, and permitting.
• Assist with international group travel and process expense reports, including advances and payment requests for annual educational enrichment trips.
• Assist with room usage calendars.
• Back up the Division Research Technician in vehicle service center tasks and mail distribution.
• Back up the Division Office Manager in answering the main telephone line for the division; screening and routing mail/inquiries as appropriate; notifications and service requests for facilities, maintenance, and upkeep; field trip and safety documentation; and issuing keys and card access.
• Other duties as assigned.

Basic Qualifications

• Bachelor's degree.
• Excellent customer service skills and the ability to interface with people at all levels inside and outside the division.
• Ability to work well under pressure, prioritize multiple tasks, demonstrate meticulous attention to detail, and suggest solutions.
• Excellent organization and time-management skills.
• Strong verbal and written communication skills.
• Ability to demonstrate initiative, a positive attitude, and a commitment to continual improvement.
• Ability to follow instructions and apply advanced knowledge of standard procedures and policies to assignments.
• Experience with database entry.
• Understanding of social media, including Facebook, X (Twitter), Pinterest, YouTube, LinkedIn, and Instagram.
• Proficient computer skills, including Microsoft Office (Word, Excel, Outlook, Access, PowerPoint) and Google Forms.
• Working knowledge of Adobe Creative Suite (Photoshop, Illustrator, InDesign, Publisher).
• Comprehensive knowledge of Adobe Dreamweaver (Wagtail, PHO, HTML).
• Experience with event planning.
• Ability to maintain sensitive and confidential information.

Preferred Qualifications

• Experience in higher education, working with faculty, students, and staff.
• Experience in accounting.
• Advanced knowledge of Excel.
• Experience in making travel arrangements and processing travel expense reports.
• Familiarity with databases, basic website design, and graphic design.
• Experience with Caltech administrative applications systems.

Required Documents

• Resume
• Cover Letter