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Job Summary The successful candidate will assist in moderately complex functions of office support for a faculty member of the Division of Biology and Biological Engineering. Tasks will include coordinating and assisting in day-to-day business operations. The successful candidate will perform a combination of duties, including coordinating calendars, assisting with laboratory-related administrative tasks, arranging travel, organizing meetings, formatting and proofing official documents, maintaining confidentiality, and assisting faculty with other administrative duties.
Job Duties - Provide technical and organizational support for the faculty member - Maintains calendars; schedules meetings and appointments, etc., using web related tools. Use Google docs and apps to create shared Web documents, manage calendars, create and manage Web sites with links appropriate for storing Information and coordinating activities - Performs data entry. Screens visitors and telephone calls, as appropriate. Processes and maintains sensitive and confidential information. Maintains paper and electronic filing systems. Extensive filing includes managing both current and historical information, with ability to retrieve previous correspondence as a basis for current responses - Formats and proofs documents as needed - Helps faculty member format images and slide decks for presentations - Tracks deadlines and deliverables for faculty grant proposals; advises faculty of pending deadlines; responsible for ensuring that proposals are reviewed by Division and contain necessary signatures and budget information. Assists grant manager in obtaining information, as requested. Uses Excel to create budgets and track reimbursements when necessary - Provide proactive customer service to internal and/or external customers. Demonstrate flexibility and ability to prioritize - Coordinates travel arrangements and itineraries for lab personnel and visitors to the lab. Processes expense reports, advances, reimbursements and payment requests; assists with logistics associated with domestic or international travel; ensures compliance with funding agency travel requirements and export regulations. Deposits reimbursement checks and ensures proper crediting to accounts - Manages purchase cards with responsibility for record-keeping and timely reconciliation. As necessary, completes petty cash forms, and processes reimbursements and may act as petty cash custodian - Initiates and/or places orders for office and laboratory supplies. Helps negotiate pricing for these items through regular interaction with sales reps - Responsible for logistics of group meetings including booking space, providing necessary materials, and arranging catering, as needed. Responsible for lab and group calendars and other meetings as necessary for the lab - Tracks deadlines for recommendation letters and coordinates submission with PIs approval - Initiates and/or places orders for office supplies - Other duties as assigned
Basic Qualifications - Associates Degree or equivalent experience - At least 3 years relevant work experience - Proficient computer skills, including Word, Excel and Google Calendar on PC and MAC - Experience with making travel arrangements and processing travel expense reports - Strong background in working on various teams and experience with receiving guidance, training and workload from multiple areas of the Division - Excellent customer service skills including strong verbal and written communication skills with meticulous attention to detail - Excellent organization and time management skills - Must be able to use sound judgment to handle a variety of tasks and to shift priorities simultaneously, as well as to effectively solve problems - Excellent communication skills and the ability to interact professionally with all levels of staff and with external contacts in a fast paced environment required - Must possess a high level of initiative and the ability to work with little supervision - Ability to handle a variety of tasks simultaneously required
Preferred Qualifications - 5 years relevant work experience - Experience with Adobe Illustrator and/or Powerpoint a plus - Experience in project management and/or project tracking software (i.e. MS Projects) a plus
EEO Statement We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, or national origin, disability status, protected veteran status, or any other characteristic protected by law.
Caltech is a VEVRAA Federal Contractor.
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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.