"Lab Coordinator/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

This is a part-time, 20 hour/week position for the Phillips Lab at Caltech. The job duties are split between managing the lab and administrative duties:

Lab Management: Oversee daily lab operations and compliance with all laboratories, institute, and government policies including orientation and training of new personnel, handling laboratory functions and resolution of operational problems, as necessary. Partners with Principal Investigator and Grant Manager for management of laboratory budgets and fund accounts.

Administrative: provide administrative and clerical support to the Phillips group.

Essential Job Duties

• Ensure lab compliance with institute and federal guidelines in animal care, health, and safety regulations.
• Conduct lab meetings and act as lab safety officer. Maintain lab and associated areas to meet compliance with health and safety requirements.
• Create, revise, document and communicate lab standard operating procedures and protocols, maintain records in conformance with institutional policy as well as regulatory agency and government directives.
• Train and lead orientation of all new laboratory members, visiting scientists, and student interns, excluding lab safety training.
• Assess inventory and supply needs in the lab. Initiate and/or place orders for lab equipment and supplies; conduct vendor searches, obtain bids and arrange for equipment demonstrations; resolve related billing and reconcile P-card expenditures. 
• Conduct proactive maintenance of the lab's infrastructure, including its consumable supplies, computer setup, etc.
• Coordinate preparation and filing of manuscripts and research reports including various financial and statistical data.
• Maintain database of equipment inventory and maintenance contracts.
• Coordinate and book group retreats, including logistics and itinerary planning. 
• Organize meetings for lab members and guests, including scheduling, preparing agendas, and arranging necessary resources. 
• Coordinate travel arrangements and manage logistics associated with domestic and foreign travel for PI, lab members, and guests; process travel expense reports and ensure compliance with Caltech’s travel policy and with travel regulations of the funding agencies. This includes airfare, lodging, local transportation, and other travel-related needs.
• Collaborate with grant manager(s) to keep track of funding accounts and submit award proposals.
• Manage the PI’s complex calendar and track and manage deadlines for important tasks, such as reference letters and other administrative tasks.
• Assist PI in class related tasks, such as communicating with students and coordinating field trips.
• Other duties as assigned.

Basic Qualifications

• B.S. degree or equivalent
• 4 years of related experience.
• Must possess lab-based expertise and the ability to handle technical projects.
• Ability to perform moderately complex functions requiring the application of standard techniques and/or procedures.
• Demonstrates a proactive approach by anticipating challenges and opportunities beyond the immediate scope of responsibilities, actively seeking solutions, and contributing to continuous improvement.
• Ability to deliver effective customer service and support to both internal and external colleagues and associates.
• Ability to interact with various levels of management and faculty.
• Understanding of basic financial and accounting principles with the ability to research and analyze data.
• Proficient computer skills including Microsoft Office, relational databases, HTML, Dreamweaver, or equivalent web software.

Preferred Qualifications

• B.S. degree 
• 6 years directly related experience.
• Experience with Caltech’s Administrative Applications (TechMart, PCard, Cognos).

Required Documents

• Resume.

Hiring Range

$29.75 - $36.75 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.