California Institute of Technology

Pasadena, CA, 91116, USA

-time) - Applied Physics - CIT15600FM Location:
Pasadena, CA Last Updated:
10/20/2009 Job Description:
Requisition Number:
CIT15600FM Job Title:
Administrative Assistant (Part-time) Department Name:
APPLIED PHYSICS Job Category/Family:
General Administration Job Discipline & Career Level:
Staff Support / Associate Salary Grade:
40 Date Posted:
10/20/2009 Summary:
Under direct supervision, provide administrative and clerical support to an academic unit. This is a regular part-time position working 20 hours per week. Job Duties:
. Coordinate travel arrangements; process expense reports, travel advances, and payment requests; assist with logistics associated with domestic and international travel; ensure compliance with all funding agency requirements. . Initiate and /or place orders for supplies, equipment, etc.; may conduct vendor searches and obtain bids; monitor deliveries and resolve problems; reconcile P-card expenditures. . Coordinate special events such as lunches, seminars, and conferences which include organizing event logistics, lodging, travel, catering, facillities, etc. . Complete and process appointment related forms for post-doctoral scholars, visitsrs, etc. . Provide day-to-day administrative and clerical support; maintain records, answer phones, enter and maintain information in databases. . Assemble, collate, and file information/documents; may perform office receptionist duties, greet visitors, run errands, etc. . Provide customer service to internal and/or external customers; receive requests for service; schedule work orders; track progress and completion, etc. . May coordinate calendar and schedule meetings and workshops. . May coordinate and track inventory, supplies, equipment, etc. . Other duties as assigned. Basic Qualifications High school diploma and at least 3 years of progressively responsible administrative/clerical experience. Proficient computer skills including Excel, Word, PowerPoint. Ability to apply advanced knowledge of policies and practices to assignments. Capable of solving both routine and semi-routine problems. Effective communications skills coupled with strong oral and written communication. Ability to interact with various levels of faculty, staff, and students. Preferred Qualifications High school diplomma and at least 5 years of progressively responsible administrative/clerical experience. Some experience web-editing and development skills desirable. Caltech is an Affirmative Action/Equal Opportunity Employer. Women, Minorities, Veterans and Disabled Persons are encouraged to apply.

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