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 Operations and Fiscal Manager in the Seismological Laboratory. The successful candidate will assist the Operations and Fiscal 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
Proposal preparation, ensuring proper formatting and content according to sponsor guidelines. Prepare budget and non-scientific documents, proofread, enter and upload required information and documents. Assist with approval routing and document distribution.
Financial and administrative monitoring of sponsored research awards 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 timely submission of technical reports; monitoring and clearance of commitments (purchase orders) and payment of invoices; monitoring of fabrication and cost sharing accounts; maintaining research award summaries; tracking pending proposals; assist with award closeouts.
Support faculty with administrative and clerical duties such as editing and proofreading correspondence and reports; and organizing meetings, seminars, and conferences. Prepare or copy class material and may update faculty websites. Maintain faculty calendars and schedule meetings/appointments.
Purchase supplies and equipment via P-Card and TechMart: process subawards and consulting agreements; monitor receipt of deliveries; assist with invoice approvals and petty cash submission requests; process reimbursements and payment requests and reconcile monthly P-Card reports.
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.
Assist with the completion of forms for guests, external affiliates, volunteers, visitors, visiting student researchers, and undergrad student programs.
Assist with building maintenance including submission and follow up of facilities work orders.
Provide back up support to department colleagues; prioritize tasks and projects; track progress, resolve issues and meet 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 Operations and Fiscal 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, student and staff.
Operations Manager Support: onboard and track Guests, External Affiliates, Volunteers, VSRs, Visitors; assist with Equipment Inventory, Space Studies, Facilities upgrade projects; Payroll Distribution Confirmation Report reviews; Lab computing chargeouts; Office upgrades/remodels; research staff labor scheduling; petty cash management; update Emergency Personnel List and Lab continuity plan; serve on department training sessions and/or advisory groups.
Other duties as 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.
Detailed and process oriented. Excellent organizational skills; able to prioritize work effectively and meet deadlines.
Good judgement and discretion; ability to maintain confidentially.
Quick comprehension; able to work in a fast-paced environment with shifting priorities.
Cooperative and self-motivated; handle duties in a proactive and timely manner.
Flexible; able to work well under pressure and maintain a positive attitude.
Strong interpersonal written and communication skills.
Technologically savvy with computers and office equipment; advanced knowledge in Excel and Word.
Bachelor's degree in business or accounting.
Experience with Abode Acrobat, Dreamweaver and OneDrive.
Knowledgeable in accounting as it pertains to budgets, projections, and spreadsheets.
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.