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Administrative Assistant

Pasadena, CA

The Division of Geological and Planetary Sciences is seeking a full-time temporary Administrative Assistant who will provide support to the Operations and Fiscal Manager in the Seismological Laboratory. Under direct supervision, the successful candidate will handle administrative, financial, and research administration duties for faculty, postdoctoral scholars, students and research staff. The functional title for this position will be Grants Manager Assistant.


Essential Job Duties

  • Proposal preparation, 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.
  • Financial and administrative monitoring of sponsored research awards including preparation of monthly funds management and personnel reports, projections, review of allowability of costs and account balances to prevent over or under spending.
  • Coordinate timely submission of technical reports; monitoring and clearance of commitments (purchase orders) and payment of invoices; monitoring of fabrication and cost sharing accounts; maintaining research award summaries; tracking pending proposals; assisting with award closeouts.
  • Support faculty with administrative and clerical duties such as editing and proofreading correspondence and reports; organizing meetings, seminars, and conferences. Prepare or copy class material and may update faculty websites.
  • Maintain faculty calendars and schedule meetings/appointments.
  • Purchase supplies and equipment via P-Card and TechMart; process subawards and consulting agreements; monitor receipt of deliveries; assist with invoice approvals and petty cash submission requests; process reimbursements and payment requests and reconcile monthly P-Card reports.
  • Coordinate travel arrangements, process expense reports, advances, payment requests and reimbursements. 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 completion of forms for guests, external affiliates, volunteers, visitors, visiting student researchers, and undergrad student programs.
  • Provide back up support to department colleagues; prioritize tasks and projects; track progress, resolve issues and meet deadlines; process and maintain sensitive and confidential information.
  • Take initiative to provide timely updates to Operations and Fiscal Manager on outstanding work; proactively search for new information or established guidelines relevant to tasks and projects that may provide direction or solutions; maintain good communication of pending issues with faculty, postdocs, students and staff.
  • Apply knowledge of Institute policies, Division practices, sponsor terms and conditions, and government rules and regulations to all assigned duties as applicable.
  • Perform other related duties as assigned.


Basic Qualifications

  • Associate’s degree in business or accounting or equivalent experience with at least five years of relevant administrative experience, and intermediate business math and accounting skills.
  • Detailed and process oriented. Excellent organizational skills; able to prioritize work effectively and meet deadlines.
  • Good judgement and discretion; ability to maintain confidentially.
  • Quick comprehension; able to work in a fast-paced environment with shifting priorities.
  • Cooperative and self-motivated; handle duties in a proactive and timely manner.
  • Flexible; able to work well under pressure and maintain a positive attitude.
  • Strong interpersonal written and communication skills.
  • Technologically savvy with computers and office equipment; advanced knowledge in Excel and Word.


Preferred Qualifications

  • Bachelor’s degree in business or accounting.
  • Experience with Abode Acrobat, Dreamweaver, and OneDrive.
  • Knowledgeable in accounting as it pertains to budgets, projections, and spreadsheets.
  • Experience with Caltech systems and software applications.


Required Documents

  • Resume


Hiring Range

$24.00 to $30.50 per hour


The salary of the finalist(s) selected for this role will be set based on a variety of factors, including but not limited to, internal equity, experience, education, specialty and training. 


As one of the largest employers in Pasadena, CA, Caltech is committed to providing comprehensive benefits to eligible employees and their eligible dependents. Our benefits package includes competitive compensation, health, dental, and vision insurance, retirement savings plans, generous paid time off (vacation, holidays, sick time, parental leave, bereavement, etc.), tuition reimbursement, and more. Non-benefit eligible employees will have access to some benefits such as onsite counseling and sick time. Learn more about our benefits and staff perks


EEO Statement

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to age, 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.


To read more Equal Employment Opportunity (EEO) go to eeoc_self_print_poster.pdf.


Disability Accommodations

If you would like to request an accommodation in completing this application, interviewing, or otherwise participating in the employee selection process, please direct your inquiries to Caltech Recruiting at employment@caltech.edu

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