Administrative Assistant Job at Caltech in Pasadena

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Job Summary

We seek a talented and detail-oriented assistant to join the Division of the Humanities and Social Sciences (HSS) administrative team in a new role for the division. The primary duty of other HSS administrative assistants is to provide direct support for assigned faculty members. This central division assistant will handle a broad portfolio of duties, including overflow and backup coverage for other HSS administrative staff. The successful candidate will possess initiative, good judgement, and strong problem-solving skills, and quickly gain knowledge of division and campus-wide operations.

This is a full-time position reporting to the HSS Staff and Facilities Manager. This is a fully on-site position on our Pasadena campus.

Essential Job Duties

• Provide overflow and backup coverage for HSS administrative assistants and the HSS AV and Logistics Coordinator as assigned, which duties may include, but not be limited to:
• Assisting with day-to-day business operations, such as maintaining calendars, scheduling meetings, using web related tools, etc.
• Processing expense reports and reimbursements.
• Making domestic and foreign travel arrangements and providing itineraries.
• Preparing classroom materials.
• Formatting and proofreading documents, research papers, or manuscripts.
• Purchasing equipment and supplies using P-card and TechMart administrative systems.
• Assisting users with audio visual equipment needs and questions.
• Plan and support division events such as seminars, meetings, and conferences, including organizing event logistics, lodging, travel, catering, and facilities.
• Maintain internal and online division calendars.
• Manage HSS room reservations in coordination with other HSS staff.
• Coordinate Faculty and Postdoctoral Scholar job searches.
• Administer petty cash funds.
• Other duties as assigned.

Basic Qualifications

• 3 years of relevant work experience.
• Excellent oral and written communication skills.
• Proficiency with Excel, Word, PowerPoint, and Outlook/Office 365.
• Experience coordinating travel arrangements and making itineraries.
• Excellent typing and proofreading skills.
• Ability to work under deadlines and prioritize work effectively.
• Ability to accommodate a flexible work schedule when and as needed to support events outside of regular work hours (some evenings and weekends).

Preferred Qualifications

• Bachelor's degree.
• Experience working in an academic division or department.
• Familiarity with Caltech and its systems, procedures, and policies.

Required Documents

• Resume.