Administrative Assistant

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.

Job Summary

This position will provide daily office support to the Associate Vice Provost for Research Policy and Compliance, the Director of Research Compliance, the Director of Research Security, and administrators and staff within the Office of Research Policy.

Essential Job Duties

• Provides assistance and daily administrative support to the Associate Vice Provost for Research Policy and Compliance, the Director of Research Compliance, and the Director of Research Security. This includes coordinating calendar appointments and monitoring and coordinating department email.
• Assists in gathering information from various administrative and academic divisions and research committees to complete required compliance documentation.
• Responds to incoming emails and communicates outgoing news of importance to the Institute.
• Provides administrative support for research compliance, export compliance, and research security software.
• Maintains and updates website for the Office of Research Policy. Identifies solutions for effectively conveying information both internally and externally while maintaining site with current information.
• Coordinates large group meetings and makes arrangements with speakers for special events. Maintains calendars and schedules meetings/appointments with faculty and senior administration.
• Coordinates weekly staff meetings, including agendas.
• Updates and maintains databases using Institute application systems, FileMaker Pro, Microsoft Excel, and Microsoft Access.
• Manages departmental purchasing activity, including preparing TechMart requisitions and reconciling P-Card purchases for office staff; ensures that spending remains within budget.
• Coordinates with Caltech's IT department to ensure Office of Research Policy staff IT systems are in good working order.
• Processes bi-weekly payroll timecards for all office staff.
• Assists office staff with business travel arrangements.
• Scans documents for storage and maintains electronic files, as necessary.
• Answers phones and transfers calls to the appropriate staff member. Takes and distributes accurate messages. Greets visitors and directs them to the correct staff member.
• Receives, sorts, and distributes incoming mail and prepares outgoing mail for distribution.
• Orders and maintains office supplies.
• Other administrative duties, as needed.

Basic Qualifications

• At least two years' office/clerical experience.
• Strong attention to detail is required and must be highly organized.
• Proficient with Microsoft 365.
• Capable of maintaining highly sensitive and confidential information.
• Demonstrated ability to interact with faculty, staff, and administrators.
• Excellent oral and written communication skills. Strong expository writing skills and a high command of grammar and spelling are required.

Preferred Qualifications

• Bachelor's degree or equivalent.
• Experience working in a higher education environment.
• Experience maintaining highly confidential information.
• A high degree of professionalism in all interactions.
• Experience coordinating large group meetings.
• Experience working with databases, such as FileMaker Pro, MS Access, or similar databases.
• Experience updating websites.
• Experience with P-Card reconciliation or similar system reconciliation for expenses.

Required Documents

• Resume
• Cover Letter