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Job Summary The Administrative Assistant supports the research groups of faculty members in the department of Applied Physics and Materials Science (APhMS) and provides overall administrative support to the APhMS department and Department Administrator. This position requires the ability to juggle multiple responsibilities, respond in a timely manner, proactively support the faculty and their research groups, and perform as part of the administrative team in the APhMS Department.
The APhMS Department is home to academic and research programs in Applied Physics and in Materials Science each having its own philosophical approach and administering its own educational activities. The programs share a dedication to answering the most important questions and delivering lasting impact in broad areas of technological importance. Research topics in the department span from bulk metallic glass and nanomechanics, to photonics and optoelectronics, to plasma physics and energy technologies, to biophysics and biomechanics.
Job Duties Provide support to faculty for their research groups through the following: - Handle domestic and international travel arrangements and itineraries for faculty, researchers, and students; process travel related documentation including travel advances, expense reports, reimbursements, and payment requests; ensure compliance with Caltech's travel policy and with travel regulations of the funding agencies. - Perform monthly reconciliation of travel reports and CardQuest transactions. - Coordinate group meetings and assist with needs for research conferences and for each research group. - Handle ordering of supplies via TechMart and PCard. - Handle other routine administrative tasks for the research groups as assigned. - Collaborate with grant manager(s) to keep track of funding accounts. - Coordinate preparation and filing of manuscripts and research reports including various financial and statistical data. - Help coordinate Materials Research Lectures and Applied Physics Seminars; schedule speakers, book travel, travel reconciliation, refreshments, advertising, and details for weekly seminars throughout the year. - Other duties as assigned.
- BA/BS degree or equivalent and at least one year of relevant work experience. - Proficiency with the following software: Word, Excel, Outlook, PowerPoint, Access. - Ability to work well as part of a team. - Excellent written and verbal communication skills, including punctuation, grammar, and spelling. - Outstanding interpersonal skills with the ability to communicate clearly and tactfully. - Flexibility to deal with varied workload and deadlines. - Experience with travel arranging and expense reports. - Ability to prioritize and organize work using good judgment and discretion and the ability to work independently to accomplish assigned tasks. - Ability to interact with staff and faculty on sensitive and confidential matters.
Preferred Qualifications - Caltech work experience is a plus.
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.