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Job Summary The Division of Geological and Planetary Sciences is seeking a motivated individual for the position of Academic Affairs Assistant who will support the division's Academic Affairs department. Under general supervision the successful candidate will assist with daily departmental operations, prepare and maintain a variety of information and records, schedule meetings, assist with coordination of projects, and logistics of events including the Division's summer field course.
Job Duties - Provide administrative support to Division Chair with day-to-day business operations, assists with correspondence, scheduling meetings, answering phones, and handling mail - Assist with preparation of academic appointments, renewals, and reviews of faculty, postdocs, visitors, visiting associates, and Moore Scholars; coordination of Prize postdoc appointments, submission of emeritus faculty paperwork; approval of appointment and reappointment letters; process reimbursements - Submit faculty housing applications - Prepare monthly Institute Academic Council packages, and appointment lists for division Grants Managers - Process Leave of Absence forms for faculty and postdocs; prepare departing forms for all academic appointment types - Maintain GPS database and personnel files, assist with Caltech catalog updates - Assist Graduate Options Manager with a variety of student related activities as assigned - Able to interface with a wide variety of campus community members, and work frequently with departments such as Human Resources, International Scholar Services, and the Faculty Records Office - Other duties as assigned
Basic Qualifications - Associate's degree in business or accounting or equivalent with at least three years of relevant administrative experience - Proficient with Microsoft Office software; computer savvy - Excellent verbal and written communication skills - Excellent organizational and time-management skill - Ability to work with sensitive material and a high degree of discretion - Apply a high degree of accuracy and attention to detail to all assignments - Excellent attendance
Preferred Qualifications - Experience with Caltech systems and software applications
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.
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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.