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.
The Division of Geological and Planetary Sciences is seeking an Administrative Assistant who will support the Geochem/Geobio/Geo Grants and Building Manager. The successful candidate will assist the manager with administrative, financial, and research administration duties for faculty, postdoctoral scholars, students, and research staff.
The functional title for this position will be Grants Manager Assistant.
Essential Job Duties
Assist with submission of proposals: review sponsors' guidelines, draft budget and budget justification, complete non-scientific forms; upload documents to online submission systems; make and distribute copies, create files; keep track of declined and awarded proposals.
Assist with financial monitoring of research awards: process account set-up requests, prepare and monitor monthly funds management and personnel reports, projections, and periodic transaction reviews with emphasis on allowability of expenditures and prevention of overspending; assist with award close-outs.
Assist with administrative oversight of research awards: track timely submission of technical reports; clearance of commitments (purchase orders and invoices); monitor subcontract invoicing and balances, and fabrication and cost sharing accounts.
Purchase supplies and equipment: conduct vendor searches and obtain quotes; process sub-award and consulting requisitions; monitor receipt of deliveries; assist with invoice approvals, and petty cash submission requests; process reimbursements and payment requests; reconcile monthly P-Card reports.
Coordinate domestic and international travel arrangements with emphasis on class restrictions and need for prior approvals; process cash advances and payment requests, deposit reimbursements, reconcile monthly expense and travel reports (with receipt detail).
Assist with submission of technical and facilities use forms, handle invoicing and revenue deposits (checks/wire transfers) of external users; process web internal charges for internal users; request account information from faculty for other internal charges.
Handle both routine and complex mailing, shipping, and receiving duties which may require assistance from the Office of Export Control.
Assist with the intake process for guests, external affiliates, volunteers, visitors, visiting student researchers, and undergrad student programs.
Assist with building maintenance: submission and follow-up of facilities work order requisitions.
Support faculty with administrative and clerical duties: maintain travel calendar; organize workshops and conferences.
Provide back-up support to department colleagues; prioritize tasks and projects; tracks progress, resolves issues, and meets deadlines; process and maintain sensitive and confidential information.
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 provide timely updates to Grants Manager on outstanding work; able to 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 requested or assigned.
Associate's degree in business or accounting or equivalent experience with at least five (5) years of relevant administrative experience, and intermediate business math and accounting skills.
Proficient with Microsoft Office software applications (Excel and Word); computer and office equipment savvy.
Excellent interpersonal written and communication skills.
Excellent organizational and time management skills to track and meet deadlines.
Able to apply a high degree of accuracy and attention to detail to all assignments; follow direct verbal and written instructions; exercise good judgement and maintain confidentiality; work independently and as a team member.
Take ownership and able to prioritize assigned tasks and projects; cooperative and self-motivated.
Able to work in a professional manner with a variety of people in a fast-paced environment, with shifting priorities.
Bachelor's degree in business or accounting.
Knowledgeable in accounting as it pertains to budgets, projections, and spreadsheets.
Experience with Adobe Acrobat and Dropbox.
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.