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Senior Administrative Assistant
Caltech
Job Category: Fulltime Regular
Exempt Overtime Eligible: 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
We are seeking a talented, experienced, and detail-oriented Senior Administrative Assistant to join the Andrew & Peggy Cherng Department of Medical Engineering administrative team. The successful candidate will possess initiative, good judgment, and strong problem-solving skills and quickly gain knowledge of department, division, and campus-wide operations. In a moderately complex environment, the Senior Administrative Assistant is responsible for a variety of general administrative and clerical activities to support faculty members in the Medical Engineering Department in the Division of Engineering Applied Science.
Essential Job Duties
- Provide daily administrative support to professors and their research groups. Provide administrative support as needed to faculty-hosted visitors and scholars.
- Edit, correct, and update drafted letters. Consult requirements for different societies' recommendations.
- Purchase research equipment and lab supplies using P-card and TechMart administrative systems in accordance with Institute and government policies. Maintain accurate and complete files of purchasing documentation. Resolve billing-related matters and regularly reconcile purchasing requisitions, P-card orders, and other costs.
- Generate and review cost summary and expense detail reports on research accounts and select departmental accounts.
- Coordinate group meetings and special events, including logistics, lodging, travel, catering, and facilities.
- Schedule meetings and maintain faculty calendars.
- Prepare classroom materials.
- Maintain professors' curriculum vitae, publication listings, and websites. Maintain Biosketch and Current & Pending Funding documents for NIH and NSF utilizing ScienCV. Track/update new publications in NCBI, lab website, Google Scholar, Caltech Authors, faculty CV, and NSF collaborators files.
- Assist Grants Manager with the preparation of administrative portions of grant proposals, securing faculty signatures, and tracking grant proposal reporting deadlines. Help submit NIH RPPRs (progress reports).
- Gather information and prepare administrative forms for visitors, postdoctoral scholars, and research staff hires. Onboard new lab personnel and guide departing personnel through the exit procedure.
- Manage funding and personnel on IACUC and IRB protocols.
- Coordinate domestic and foreign travel arrangements; provide itineraries; process travel expense reports. Ensure compliance with Caltech policies, funding agency, and export regulations. Help file PHS/NIH/DOE travel expense disclosure forms.
Basic Qualifications
- Bachelor's degree or equivalent experience and at least 5 years of administrative support experience in an academic research setting.
- Excellent and diplomatic communication skills with a good command of grammar and usage. Excellent typing and proofreading skills.
- Developed sense of tact and discretion, and able to maintain confidentiality when required.
- Demonstrated facility with software programs and eagerness to learn new administrative systems.
- Experience using Microsoft Office/Office 365 and Adobe. Experience with Federal funding source (NSF, NIH, DOE, etc.) requirements, restrictions, and reporting.
- Intermediate-level Excel skills.
- Excellent organization skills and highly detail-oriented performance history.
- Ability to work under deadlines and prioritize work effectively.
Preferred Qualifications
- Proactive work ethic requiring minimal direction to accomplish goals.
- Demonstrated initiative for taking on unfamiliar or additional tasks.
- Current/prior Caltech Administrative Assistant experience.
Required Documents
To be considered for this position please visit our web site and apply on line at the following link: https://hr.caltech.edu/work/job_openings
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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