Job description
Administrative Assistant
Caltech
Job Category: Fulltime Regular
Caltech
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
Provide administrative and clerical support for the Spectro-Photometer for the History of the Universe, Epoch of Reionization and Ices Explorer (SPHEREx) mission, supporting the Principal Investigator.
Essential Job Duties
- Prepare and process purchases using TechMart and P-Card; process invoices for payment; process monthly P-Card reconciliation; work with vendors, supplier management and payables to resolve discrepancies and/or billing related issues, as necessary; may conduct vendor searches and obtain bids as necessary.
- Coordinate complex travel arrangements and manage logistics associated with domestic and foreign travel; ensure compliance with all funding agency travel requirements; process travel reimbursements and reconcile travel expenses.
- Coordinate project meetings, project reviews, special events, and lunches including organizing event logistics, lodging, travel, catering, facilities, producing marketing materials and event budget.
- Assist in preparation of Review materials and presentations.
- Assist in preparation of award proposals; monitor and track account spending and process cost transfers.
- Assist the grant manager in gathering data and preparing required agency reports.
- Develop and maintain detailed databases; coordinate tasks and/or projects, track deadlines and deliverables.
- Provide assistance to the Principal Investigator and other Project Managers as needed and other duties as assigned.
Basic Qualifications
- AA or equivalent.
- 5 years of relevant experience.
- Computer experience is required, including a working knowledge of MS Office Suite.
- Mathematical aptitude and accounting experience are required.
- Excellent oral and written communication skills are necessary for this position.
- The ability to prioritize multiple tasks and exercise discretion in a diverse work environment with minimal supervision is also required.
- Must be highly motivated and able to perform duties efficiently, act in a responsible manner, and be extremely flexible.
- The ability to work under pressure.
- Teamwork skills are essential.
Preferred Qualifications
- Familiarity with Photoshop and Illustrator is preferred.
Required Documents
- Resume
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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