California Institute of Technology

Pasadena, CA, 91116, USA

-time)- Materials Science - CIT15578FM Location:
Pasadena, CA Last Updated:
10/20/2009 Job Description:
Requisition Number:
CIT15578FM Job Title:
ADMINISTRATIVE ASSISTANT (Temporary Part-time) Department Name:
Materials Science Job Category/Family:
General Administration Job Discipline & Career Level:
Staff Support / Associate Salary Grade:
40 Anticipated Hiring Range:
$19 - $21/hour Date Posted:
10/20/2009 Summary:
Provide administrative support to a large research project and two faculty research groups. This is a temporary part-time (20 hours per week) position. Job Duties:
. Coordinate budget-conscious and convenient domestic and international travel arrangements for faculty, students, and visitors. Manage logistics related to travel; provide accurate and thorough information to travelers. Reconcile and submit travel expense reports ensuring compliance with funding agency requirements. Maintain related database records and files. . Provide event coordination for semi-annual meetings and workshops, including catering, facilities, lodging, and processing of travel reports for visitor reimbursements. Update online agendas, prepare visitor packets. Arrange meetings between visitors and faculty. . Generate budget-conscious purchase requisitions using the P-card system and TechMart in ordering laboratory and office supplies and to process reimbursements. Obtain vendor quotes as required. Reconcile purchases to invoices. Maintain related records and files in Excel. . Prepare reports as requested, including monthly project reports in MSWord. Maintain routine data collection; provide statistics for contract/grant reports. . Maintain information files on project participants. . Assist with search process for technical personnel for large project, including posting advertisements, collecting applications, maintaining related files and correspondence, and scheduling interviews for finalists. . Manage mail; copying and faxing as needed. . Other duties as assigned. Basic Qualifications At least 1 year of college and 3 years of office experience. Experience with domestic and international travel arrangements and corporate on-line shopping. Knowledge of internet navigation, e-mail, Word, Acrobat, and Excel; accurate typing and excellent proofreading skills. Ability to perform mathematical calculations. Ability to work independently, exercise good judgment, and prioritize work to meet deadlines. Preferred Qualifications 2+ years of college and 3+ years of office experience. Caltech experience. Caltech is an Affirmative Action/Equal Opportunity Employer. Women, Minorities, Veterans and Disabled Persons are encouraged to apply.

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