Administrative Assistant | California Institute of Technology - Military Veterans
at HERC - Southern California
Administrative Assistant Caltech Job Category: Fulltime Temporary 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 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 financial and non-financial duties for faculty, postdoctoral scholars, students, and research staff. The functional title for this position will be Grants Manager Assistant. This position may become a full-time, regular position. Essential Job Duties 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. 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. Support faculty with administrative and clerical duties such as editing and proofreading correspondence, 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 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. 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. Take initiative to inform the manager of 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. Other duties as assigned. Basic Qualifications Bachelor's degree and at least 3 years of equivalent administrative experience. Detailed, process-oriented, excellent organizational skills, able to prioritize work effectively and meet deadlines. Good judgment and discretion; ability to maintain confidentially. Ability to work under deadlines, prioritize work effectively, and be flexible. Cooperative and self-motivated; handle duties in a proactive and timely manner. Strong interpersonal, written, and communication skills. Intermediate-level Excel skills. Experience using Microsoft Office/Office 365 and Adobe. Experience coordinating travel arrangements and making itineraries. Demonstrated facility with software programs and eagerness to learn new administrative systems. 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. Required Documents Resume Cover Letter 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. Copyright 2022 Jobelephant.com Inc. All rights reserved. Posted by the FREE value-added recruitment advertising agency jeid-36f7beb02ceae344970d2a2c900d92a0
Pasadena, CA
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Southern California HERC, established in 2003, is a non-profit organization composed of a diverse group of colleges and universities, and research, medical, and cultural institutions. Our institutions are committed to diversity, equity, and inclusion in the recruitment process and providing a work environment sensitive to work/life balance. We also understand that employment decisions often involve two careers and offer state of the art dual career resources and solutions. SoCal HERC includes members from the Central Coast, Los Angeles, Orange County, Inland Empire, and San Diego.
HERC is a gateway to more jobs in higher education and related fields than any other website. HERC provides job seekers with comprehensive and transparent access to job opportunities, daily job alerts, career advice news and webinars, dual career support, and regional multicultural resources to help with relocating to a new community.
SoCal HERC Member Institutions:
Antioch University, Azusa Pacific, University Cal Tech
CSU Fullerton, CSU Northridge, CSU San Bernardino
Cedars-Sinai Medical Center, Chapman University, Citrus College
Concordia University Irvine, Grossmont-Cuyamaca CCD, Kaiser Permanente School of Medicine
Loyola Marymount University, MiraCosta Community College, Mount St. Mary’s University
North Orange County CCD, Occidental College, Pacific Oaks College & Childrens School
Point Loma Nazarene University, San Diego State University, Soka University of America
The Claremont Colleges, The Salk Institute for Biological Sciences, UC Path Center
UC Irvine, UCLA, UC Riverside
UCSD, University of Redlands, University of San Diego
University of Southern California, Vanguard University, Whittier College
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