Senior Administrative Assistant | California Institute of Technology
California Institute of Technology
Location
Pasadena, CA | United States
Job description
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, enthusiastic, and detail-oriented Senior Administrative Assistant to assist the Leadership of the Exploration Hub (a.k.a. the Hub) in the execution of their responsibilities. The Hub is an endeavor that, as a partnership between Caltech and JPL, aims to enable scientific exploration of the Earth and space and the demonstration of key technologies in support of such exploration and societal benefit. The Hub is focused on remote expeditions from space-based, suborbital and ground-based platforms. All Hub projects will include significant student participation as well as partnerships with outside entities.
The Senior Administrative Assistant will provide administrative and project support in the areas of general and research administration, communications, events, program support, and donor/partner relations and will serve as office manager and receptionist for the Hub.
Essential Job Duties - Maintain the Hub, the Director, and the Executive Director's calendars by arranging appointments and meetings.
- Edit and proofread reports; draft announcements and other materials regarding Hub activities, including formal correspondence.
- Update website and assist in communications activities.
- Plan, organize, and coordinate special events, seminars, and workshops.
- Assist in preparing proposals, ensuring proper formatting and content according to sponsor guidelines. Prepare budget and non-scientific documents, proofread, enter, and upload required information and documents. Assist with approval routing and document distribution.
- Assist with the financial and administrative monitoring of sponsored research awards, including preparation of monthly funds management and personnel reports, review of allowability of costs and account balances to prevent over or under-spending, and projections on accounts.
- Assist with the timely submission of technical reports: monitoring of fabrication and cost-sharing accounts, subawards, and consulting agreements; maintenance of research award summaries; track pending proposals; and award closeouts.
- Assist with the monitoring and clearance of commitments on purchase orders; payment of invoices; and the extension or close-out of subawards and consulting agreements.
- Purchase supplies and equipment via P-Card and TechMart; process sub-awards and consulting agreements; monitor receipt of deliveries; assist with invoice approvals; process reimbursements and payment requests; reconcile monthly P-Card reports.
- Coordinate travel arrangements and advances; process expense reports; assist with logistics associated with domestic and/or international travel; ensure compliance with sponsor and institute travel policies and export regulations. Deposit reimbursement checks and ensure proper crediting to accounts.
- Assist with completing forms for guests, external affiliates, volunteers, visitors, visiting student researchers, and undergrad student programs.
- Interface with the JPL Community.
- Provide backup support to department colleagues as necessary.
- Apply knowledge of Institute policies, Division practices, sponsor terms and conditions, and government rules and regulations to all assigned duties as applicable.
- Other duties as assigned.
Basic Qualifications - Bachelor's degree and at least 5 years of administrative experience.
- Proficiency with desktop computer systems and office software (Word, PowerPoint, and Intermediate Excel skills), and eagerness to learn and master new software for project management and communications.
- Experience coordinating travel arrangements and making itineraries.
- Detailed, process-oriented, excellent organizational skills, able to prioritize work effectively, meet deadlines, and be flexible.
- Good judgment and discretion with the ability to handle confidential information with maturity and discretion.
- Cooperative and self-motivated; ability to handle duties in a proactive and timely manner.
- Excellent written and verbal communication skills and interpersonal skills with the ability to communicate clearly and tactfully.
- Ability to independently respond to routine requests and use excellent judgment and discretion in responding to or referring complex or special requests to the Director and Executive Director.
- Requires someone who can handle many responsibilities simultaneously and is motivated by being part of an administrative team that interacts throughout the Institute and JPL.
Preferred Qualifications - Knowledgeable in accounting as it pertains to budgets and cost detail spreadsheets.
- Experience with Caltech systems and software applications.
- Demonstrated initiative for taking on unfamiliar or additional tasks.
- Experience using website design software.
- Experience with JPL.
- Experience with Oracle.
Required Documents To be considered for this position please visit our web site and apply on line at the following link: 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. Copyright 2022 Jobelephant.com Inc. All rights reserved.
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About California Institute of Technology
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.
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