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Administrative Assistant | California Institute of Technology - Military Veterans

at HERC - Southern California

Administrative Assistant Caltech Job Category: Fulltime Regular 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 We are seeking a talented, enthusiastic, and detail-oriented Administrative Assistant to join the Electrical Engineering Department administrative team. The successful candidate will possess initiative, good judgement, and strong problem-solving skills, and quickly gain knowledge of department, division, and campus-wide operations. In a moderately complex environment, the Administrative Assistant is responsible for a variety of general administrative and clerical activities to support faculty members in the Electrical Engineering Department in the Division of Engineering Applied Science. This is a full-time, regular position reporting to the Electrical Engineering Department Administrator. Essential Job Duties Provide daily administrative support to professors and their research groups. Purchase research equipment and lab supplies using P-card and TechMart administrative systems in accordance with Institute and government policies. Maintain accurate and complete files of purchasing documentation. Resolve billing related matters and regularly reconcile purchasing requisitions, P-card orders, and other costs. Generate and review cost summary and expense detail reports on research accounts and select departmental accounts. Coordinate group meetings and special events including logistics, lodging, travel, catering and facilities. Schedule meetings and maintain faculty calendars. Prepare classroom materials. Maintain professors' curriculum vitae, publication listings, and websites. Assist Grants Manager with preparation of administrative portions of grant proposals, securing faculty signatures, and tracking grant proposal reporting deadlines. Gather information and prepare administrative forms for visitors, postdoctoral scholars and research staff hires. Provide administrative support as needed to faculty-hosted visitors and scholars. Coordinate domestic and foreign travel arrangements; provide itineraries; process travel expense reports. Ensure compliance with Caltech policies, funding agency and export regulations. Assist with team department administrative tasks such as weekly seminars and event planning, special event planning, mail sorting, ordering and maintaining coffee room supplies, and overflow administrative support. Edit and proofread correspondence and office forms, non-technical sections of manuscripts, PowerPoint presentations, reports, etc. Other duties as assigned. Basic Qualifications Bachelor's degree or equivalent experience and at least 2 years of administrative support experience. Excellent and diplomatic communication skills with good command of grammar and usage. Developed sense of tact, discretion, and able to maintain confidentiality when required. Demonstrated facility with software programs and eagerness to learn new administrative systems. Intermediate level Excel skills. Experience using Microsoft Office/Office 365 and Adobe. Excellent typing and proofreading skills. Ability to work under deadlines and prioritize work effectively. Preferred Qualifications Proactive work ethic requiring minimal direction to accomplish goals. Demonstrated initiative for taking on unfamiliar or additional tasks. Experience coordinating travel arrangements and making itineraries. Required Documents Resume Cover Letter To be considered for this position please visit our web site and apply on line at the following link: 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 Inc. All rights reserved. Posted by the FREE value-added recruitment advertising agency jeid-90da62ba60ae0c4ea5b7439b66d9c00c

Pasadena, CA

HERC - Southern California

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

While there are certainly wonderful opportunities to teach and conduct research at HERC campuses, of the 42,000 jobs on, over 24,000 (or 57%) are non-teaching positions. You will find jobs in healthcare, administration, software, information technology, finance, technical and trades, social work, student affairs, and much, much more.

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