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 administrative and clerical support to the PMA faculty, Administrative Program Manager, and their respective research personnel for the Alliance for Quantum Technologies (AQT) Consortium and the associated Intelligent Quantum Networks and Technology (INQNET) program. The successful candidate will assist the Administrative Program Manager and PMA faculty as needed and will provide back-up as needed. This position reports to the PMA faculty.
Job Duties Under general direction and with minimal supervision, this position will: - Initiate and/or place orders for supplies and equipment as needed using the p-card and TechMart in accordance with Institute policy and government regulations - Resolve related billing issues and reconcile purchasing requisitions to expenditures and reimbursements - Coordinate all shipping and delivery logistics with vendors to meet delivery requirements. Reconcile p-cards - Coordinate travel arrangements, including accommodations and ground transportation, process expense reports, travel advances, and payment requests, assist with logistics associated with domestic and international travel, ensuring compliance with all funding agency requirements - Provide day-to-day administrative support, including maintaining confidential records, files, database, and other sensitive data - Maintain AQT/INQNET event calendars; schedule meetings and appointments for the PMA faculty and program, etc. - Assist with coordination of lunches, seminars, conferences, and special programs, as needed. Including logistics coordination, lodging, travel, catering, facilities, etc. May on occasion shop for and set-up refreshments - Provide general administrative and clerical support to the AQT and INQNET program as needed - Other duties as assigned
Basic Qualifications - Associate degree or equivalent education - Excellent computer skills, including Microsoft Office Suite/ iWork Office Suit/ Google Suite, web tools, internet search engines, etc. - Communicate effectively both orally and in writing - Demonstrates good judgement, initiative, ability to work independently, prioritize work, and accomplish tasks in a timely and accurate manner. Possess interpersonal skills using tact, patience, and courtesy - Ability to interact with various levels, including faculty, staff, volunteers, students, etc. - Ability to apply knowledge of policies and practices to assignments
Preferred Qualifications - Bachelor's degree - Knowledge of related software and previous experience with P-Card and TechMart is highly desirable - Ability to work independently with minimal supervision is desired - Interest in science and technology
We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.
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The California Institute of Technology (Caltech) is a world-renowned science and engineering research and education institution, where extraordinary faculty and students seek answers to complex questions, discover new knowledge, lead innovation, and transform our future.