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Details
Posted: 21-Apr-22
Location: Pasadena, California
Salary: Open
Internal Number: 3020366
Caltech
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 motivated individual who will support the Global Environmental Science Grants and Building Manager. The successful candidate will provide general, financial, and research administrative support for the faculty, postdoctoral scholars, research staff, and students.
Job Duties
- Assist with proposal preparation and uploading documents ensuring proper formatting and content according to sponsor guidelines: budget, non-scientific documents, and proofreading.
- Assist with the financial and administrative management of sponsored research awards including preparation of monthly funds management and personnel reports, projections, allowability of expenditures, prevention of overspending; timely submission of required reports; monitoring and clearance of purchase orders and invoices; management of subawards and consulting contracts; monitoring fabrication and cost sharing accounts; maintaining research award summaries; tracking pending proposals; assist with award close-outs
- Apply knowledge of Institute policies, Division practices, and Sponsor terms and conditions to all assignments.
- Assist faculty with administrative and clerical duties such as editing and proofreading correspondence; organizing meetings, workshops, and conferences; processing paperwork for visitors, guests, visiting student researchers, postdocs; copying for classes.
- Purchasing of supplies and equipment; processing subawards and consulting agreements; monitor receipt of deliveries; process reimbursements and payment requests; and reconciliation of monthly of P-card reports.
- Assist with travel arrangements and submission of travel reports in a timely manner according to federal and Institute policies.
- Process time sensitive department web internal charges.
- Assist with building maintenance including submission of facilities work order requisitions.
- 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
- Associate's degree in business or accounting or equivalent experience with at least three years of relevant administrative experience.
- Intermediate math and accounting skills.
- Excellent oral and written communication skills.
- Excellent organizational skills, detail oriented, ability to manage and prioritize multiple tasks and assignments.
- Proficient in Microsoft Word, Excel, PowerPoint, Outlook, and Adobe Acrobat.
- Able to exercise good judgement and maintain confidentiality.
Preferred Qualifications
- Knowledgeable in accounting as it pertains to budgets, projections, and spreadsheets.
- Technologically savvy with computers, office equipment, and audio/visual.
- Experience with Caltech systems and software applications.
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.
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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.
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