Administrative Assistant

1 week ago

Pasadena, United States Caltech Full time
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.

Looking for a non-stop and exciting place to work? Caltech is a world-renowned science and engineering institute harboring some of the world's brightest minds. Our Caltech Dining Services Department (CDS) is in search of hiring and cultivating equally talented individuals who are positive, enthusiastic, and passionate about what they do. We are fast-paced, creative, hands-on, and round-the-clock. If you have a great teamwork ethic, positive attitude, and are indispensably flexible and quick to adapt to an always changing environment, join us and be a part of this leading edge & innovative community. Our mission is to provide great food, service, and experience for our students and community.

CDS operates four dining units (Browne Dining Hall, Red Door Marketplace, Broad Café, and Avery Kitchen) for a campus community of 2000. We also serve over 950 students, 7 days a week through our Meal Plan Program and maintain a burgeoning Catering Department.

Job Summary

This is a full-time position under direct supervision of the Director and General Manager of the Dining Services Department. This position is key to maintaining organization and day-to-day flow of the Dining Services Department. In addition to general office administrative tasks, the Dining Services Administrative Assistant will coordinate, maintain, lead, and complete various tasks related to the department. They must possess a strong sense of ownership and accountability, be resourceful, and have the excellent communication skills required for all types of situations. They will also be required to assist in various non-administrative, non-technical tasks related to food service and other departmental needs. A positive, can-do attitude and teamwork ethic are a must. You must be flexible, resourceful, and be able to take ownership & initiative in any given task. Due to the sensitive and confidential nature of position, the candidate must, at all times, be able to keep strict confidentiality with private disclosed information.

Job Duties
  • Provide administrative support for Caltech Dining Services.
  • Coordinates hiring of new staff to include maintains correspondence with Human Resources pertaining to hiring of new staff, scheduling interviews, and maintains direct communication with applicants throughout the hiring process.
  • Is responsible for Student Employees' timekeeping and finalizing timesheets.
  • Monthly reconciliation of management p-card expense reports.
  • Tracks and maintains records for all dining related matters (equipment repairs, staff shoe orders/returns, vacation time, sick time, unplanned time off requests, and other items requiring tracking.
  • In charge of all tasks related to hiring staff for special events and employee shortages and work directly with the staffing agency.
  • In charge of student intake for the Special Meals Program, to include, coordinating interviews, updating current student list, calendaring meals needed, maintains constant correspondence with the Sous Chef/Special Meals Cook and students, receives Market Basket orders and assembles shelf stable product and communicates purchasing needs to the Chef or General Manager.
  • Will be assigned special projects on an ongoing basis for Senior Management and will be expected to follow-through until the task is completed.
  • Monitor incoming emails and communicate and distribute to managers as needed.
  • Follows up and sends reminders to managers and staff per any pending tasks or assignments.
  • Answer phones & take messages, assist customers with general dining & catering related questions, and assist employees with department administrative needs with patience and understanding.
  • Maintains the Dining Services master calendar, vacation calendar, and the Director & General Manager appointment calendars.
  • Creates theme appropriate signage for Dining Services related events.
  • Maintain employee emergency contact information file.
  • Maintain office organization, office supplies and sorts mail.
  • Maintain conference room organization and cleanliness.
  • Greet and assist all visitors & clients in a professional, genuine, and friendly manner.
  • Will be required to work some weekends, late nights, and over-time.
  • May temporarily work a different shift due to unforeseen events or seasonal high volume event needs.
  • May occasionally be required to assist with food functions and events performing non-administrative tasks serving food, checking in, setting up or breaking down when needed.
  • Assists the Catering Department with any task assigned.
  • Must have a strong sense of professionalism, team approach, work effectively under pressure and work very well within a team environment.

Basic Qualifications
  • Associate's degree or 3 years of related administrative experience
  • Must have experience using email software, MS Office Suite, social media platforms, and other various PC/Android/Apple applications on desktop, laptop, and mobile.
  • Must have a proven high level of organization and efficiency.
  • Must have experience using Canva or other graphic design platforms for social media content and other signage displays.
  • Must have a demonstrated keen eye for graphic layout and design.
  • Must be comfortable speaking on the telephone with strong verbal and written communication skills.
  • The selected candidate must pass a pre-employment background investigation.
  • Selected candidate must maintain attendance and arrive on time for all shifts.
  • Must possess a Food Handler's certification or possess the certification by the time of hire.

Preferred Qualifications
  • Previous experience in the dining or event planning is preferred.
  • Spanish speaking is preferred.

Required Documents
  • Resume.
  • Professional References.

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