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Job Summary The Administrative Assistant role is a full-time, regular position providing administrative support for several Aerospace Department professors and their research groups as well as the Aerospace Department Administrator.
Job Duties - Coordinates domestic and foreign travel arrangements; provides itineraries; processes expense reports. Ensures compliance with funding agency and export regulations. - Purchases lab supplies and research equipment using P-card and TechMart administrative systems in accordance with Institute and government policies. Maintains accurate and complete files for purchasing docmentation. - Resolves billing related matters and regularly reconciles purchasing requistions, P-card orders, and other costs. Responsible for generating and reviewing cost summary and expense detail reports on professors' and select department accounts. - Provides daily administrative support to department professors including: drafting, editing, and proofing correspondence and office forms, as well as non-technical sections of manuscripts, journal articles, grants, reports, and PowerPoint presentations. Maintains professors' curriculum vitae, publications, and websites. Schedules meetings and maintains faculty calendars. - Assists Grants Manager with preparation of administrative portions of grant proposals, securing faculty signatures, and tracking grant proposal reporting deadlines. - Coordinates group meetings and special events including logistics, lodging, travel, catering, and facilities. - Gathers information and prepares administrative forms for visitors, postdoctoral scholars, and research staff hires. - Provides administrative support as needed to faculty-hosted visitors and scholars. - Prepares classroom materials. - Assists with Department administrative tasks such as weekly seminar and event planning, special event planning, mail sorting, ordering and maintaining coffee room supplies, and overflow administrative support. - Other duties as assigned.
Basic Qualifications - Bachelor's degree and at least one year of administrative experience. - Ability to efficiently use and learn new software programs. - Intermediate level Excel skills. - Ability to assemble, maintain, and monitor budgets. - Experience using Microsoft Office/Office 365, all web browsers, and Adobe. - Experience with coordinating travel arrangements and making itineraries. - Excellent communication skills with good command of grammar and usage. - Excellent typing and proofreading skills. - Ability to maintain confidentiality. - Ability to work under deadlines.
Preferred Qualifications - Proactively works with minimal direction to accomplish goals and shows initiative in taking on additional tasks. - Caltech experience. - Experience using website design software, Squarespace, etc.
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.