Administrative Assistant

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Job Summary

The Division of Chemistry and Chemical Engineering (CCE) seeks a motivated individual to join the administrative team. The CCE faculty are among the most distinguished and innovative in the world, actively leading research into new areas of study and application. This individual will provide administrative and clerical support to several research groups and will have administrative responsibility for the coordination of multiple departmental seminars, working within a dynamic team of administrative staff.

Essential Job Duties

• Provides administrative assistance to research groups, requiring a thorough knowledge of Division processes and Institute policies and procedures.
• Coordinates tasks and/or projects, tracks deadlines and deliverables; advises professors of pending deadlines.
• Maintains calendars and schedules meetings, appointments, etc., using software tools with AI support.
• Gathers required information and prepares forms for paid and unpaid appointments and research staff hires. Coordinates interview process for prospective Postdoctoral Scholars. Coordinates post-interview hiring process for incoming Postdoctoral Scholars. Keeps up-to-date versions of the labs' Postdoc Guide and Fellowship Guide and distributes to incoming Postdoctoral Scholars.
• Keeps up-to-date information on group members (includes Grad students, Postdoctoral Scholars, Visiting Associates, Visitors, and Undergraduate Research Students). Maintains current affiliations of former group members and other information. Keeps up-to-date personnel, project, lab jobs, and phone numbers list for the lab.
• Answers and composes correspondence on behalf of Professors. Follows up on all outstanding correspondence and documentation to complete the process and to update necessary records.
• Maintains CVs of faculty members, including accurate and up-to-date lists of publications, patents, presentations, awards, honorary degrees, and current and pending research support.
• Prepares classroom materials and makes arrangements for teaching equipment for undergraduate and graduate courses; collects homework and examinations from undergraduate and graduate students as needed.
• Maintains files of letters of recommendation; prepares letters and forms associated with student and postdoctoral applications for graduate study or employment.
• Makes and tracks purchase requisitions for research groups, maintains equipment inventory and maintenance contract lists, etc.
• Prepares documents for publication, and maintains list of publication tracking numbers and other related information.
• Applies advanced knowledge of administrative functions to plan, coordinate, and assist in business operations, such as drafting, typing, editing, and proofing correspondence, manuscripts, journal articles, patents, reports, grant proposals, and office forms. Prepares and edits PowerPoint presentations, including graphics. Develops presentation materials from original content. Downloads documents that have been identified by the faculty member.
• Coordinates travel arrangements and processes expense reports, including advances and payment requests; plans and coordinates logistics associated with domestic or international travel; ensures compliance with all funding agency travel requirements. Deposits reimbursement checks and ensures proper crediting to accounts.
• Coordinates special events such as lunches, group meetings, individual seminars, seminar series, named lectures, and conferences. Organizes event logistics, schedules meetings with faculty, makes travel arrangements for speakers, and coordinates reimbursements. Reviews event budgets and reconciles expenses for each event. Maintains seminar poster boards in conjunction with other staff. Collaborates with Division to support division-wide events.
• Manages purchasing cards with responsibility for recordkeeping and timely reconciliation. Completes petty cash forms and processes reimbursements as needed.
• Assists in the preparation of grant proposals in conjunction with Grants Manager and other offices; responsible for ensuring that proposals are reviewed by the Division and contain necessary signatures and budget information. Provides input and/or data to support financial projections. Maintains files of standard elements of grant proposals, including biographies and descriptions of facilities.
• Orients new group members and support personnel.
• Maintains records, document files, and databases electronically and in hard copy; includes patent, publication, and grant files. General computer and other housekeeping duties.
• Screens and routes mail/inquiries as appropriate; processes and maintains sensitive and confidential information. Other duties, including general photocopying, shredding, or archiving.
• Interfaces with campus personnel and Division office staff.
• Assists with projector and audio-visual set-up for lectures, seminars, and events.
• Acts as administrative backup to other Division administrative staff when needed.
• Acts as Floor Warden or Building Coordinator as part of the Emergency Action Plan.
• Other duties as assigned.

Basic Qualifications

• Bachelor's degree or equivalent experience.
• 3+ years of administrative support experience or experience working in an academic setting.
• Demonstrated knowledge of relevant software, including Word, Excel, PowerPoint, as well as email and calendaring programs, and Internet systems.
• Demonstrated experience operating audio-visual systems in lecture halls and meeting rooms.
• Demonstrated experience using a variety of administrative software tools, including basic AI/LLM tools (Copilot, ChatGPT, Claude, Gemni, etc.).
• Highly organized with the ability to work independently, manage competing priorities, and accomplish assigned tasks with a high level of accuracy and in a timely manner.
• Excellent interpersonal skills and effective oral and written communication skills are necessary to interface with faculty, students, and visitors in a professional manner.
• Demonstrates good judgment and initiative.
• Strong word processing and proofreading skills.
• Professional, detail-oriented, and proactive.
• Ability to interpret and apply knowledge of Division, Institute, and external guidelines to resolve issues and/or problems.
• Ability to manage and organize multiple projects with deadlines.
• Maintains confidentiality.

Preferred Qualifications

• Experience with Caltech policies, procedures, and systems.
• Experience working on a Mac operating system.

Required Documents

• Resume