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 Caltech Center for Comparative Planetary Evolution (CPE) is a center that will merge fields of astronomy, geology, and biology to answer questions like: Where do we come from? Are we alone? Addressing these questions requires research and insight, which crosses traditional discipline boundaries. The CPE will be a catalyst for driving collaborations and forming a community spanning these disciplines. We will seed innovative partnerships bridging fields, provide opportunities for young scientists to expand their training into new areas, and help to develop a common culture.
The CPE Coordinator will be at the heart of the team's operations and activities. The Coordinator will help the CPE leadership and team members stay focused on their projects and help them move forward by resolving operational and administrative issues before they arise. The Coordinator will assist with financial management of the center and in planning, coordinating, and facilitating activities and events in collaboration with the CPE executive committee.
Job Duties - Assist in developing the organization to get the CPE running. - Create and maintain a database of CPE team members. - Maintain the CPE website content. - Support the Director with administrative and clerical duties such as editing and proofreading correspondence and reports. - Organize the logistics of events, meetings, seminars, and conferences, including scheduling facilities, arranging for catering services, and keeping track of expenses. - 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. - Purchase supplies via P-Card: monitor receipt of goods and services deliveries, process reimbursements and payment requests, and reconcile monthly P-Card reports. - Financial and administrative monitoring of CPE funds 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 the call for internal proposals, keep track of submissions, and coordinate distribution of funds. - Process appointments of guests, volunteers, and visitors. - Interaction involves routine and/or complex communication with Department and Division staff; and various members of the campus community. - Communication about proposals and events to the Caltech community. - Apply advanced knowledge of Institute policies, Division practices, and sponsor terms and conditions to all assignments - Process and maintain confidential information, prioritize tasks and projects, track deadlines and deliverables. - Take responsibility and ownership for work performance, with emphasis on teamwork. - Ability to solve routine problems, ask questions, know when to refer complex issues to manager. - Other duties as assigned.
Basic Qualifications - Bachelor's degree in business or accounting or equivalent with at least three years of administrative experience, and intermediate business math and accounting skills. - Excellent verbal and written communication skills and good command of English grammar. - Excellent organizational skills, detailed oriented, able to manage a variety of tasks and assignments. - Proficient in Microsoft Word, Excel, and PowerPoint. - Knowledgeable in accounting as it pertains to budgets, projections, and spreadsheets. - Able to work independently with minimal supervision within a dynamic team. - Able to exercise good judgement and maintain confidentiality. - Excellent attendance.
Preferred Qualifications - At least five years of administrative experience plus good math and accounting skills. - Previous Caltech experience or experience working in an academic setting. - Knowledge of Oracle software and Abode Acrobat.
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.