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Assistant to The Vice Provosts and Postdoctoral

2 months ago

Pasadena, United States California Institute of Technology Full time

**Assistant to the Vice Provosts and Postdoctoral Scholars Office Administrator**

**Caltech**

**Job Category**: Fulltime Regular

**Exempt Overtime Eligible**: Exempt

**Benefits Eligible**: Benefit Based

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**

**Essential Job Duties**

Primary Job Duties as Assistant to the Vice Provosts:

- With substantial independence, ensure the smooth operation of the Office of the Vice Provosts.
- Act as a liaison between the Office of the Vice Provosts and other administrative and divisional offices of the Institute.
- Manage the calendars for the Vice Provosts. Arrange and reconcile travel expenses and process reimbursements from Caltech and non-Caltech sponsors.
- Organize and coordinate special meetings, including conferences, workshops (on and off campus), faculty orientations, and special visits.
- Provide administrative support for Institute committees chaired by the Vice Provosts. Schedule committee meetings, gather and distribute documentation, take meeting minutes, and produce committee reports. Coordinate committee member appointments.
- Review and circulate sponsored research grant proposals that require approval by the Vice Provost.
- Assist with annual activities around and creation of reports for Institute accreditation.
- Work with offices that report to the Vice Provosts to build record-keeping systems and support their use and maintenance.
- Compose basic correspondence on behalf of the Vice Provosts. Proofread and recommend changes to materials created within the office or that require Vice Provost signature.
- Review recommendation forms and letters for faculty and postdoctoral scholar appointments, promotions, and salary changes that require Vice Provost approval.
- Develop and maintain the websites sponsored by the Office of the Vice Provosts.
- Manage purchasing activity for the Vice Provosts; prepare TechMart purchase requisitions and reconcile P-Card purchases. Ensure that spending remains within budget.
- Execute special projects as directed by the Vice Provosts.
- Provide occasional administrative support for other staff within the Provost's Office.

Primary Job Duties as Program Manager:

- Actively manage internal program funding overseen by the Vice Provosts, including but not limited to Innovation in Education funds, Caltech Innovation Initiative funds, City of Hope Biomedical funds, and the Boswell Fellowship fund. Issue calls for internal proposals, coordinate proposal reviews, issue and monitor awards, process fund expenditures, and prepare internal reports on the use of funds. Plan and execute collaboration events on and off campus.
- Actively manage external grants overseen by the Vice Provosts, including but not limited to the Schmidt Software Academy. Develop proposals and coordinate submission to external donors, develop program budgets, issue awards, post-award grant management, process fund expenditures, process personnel changes, and prepare annual donor and financial reports. Plan and execute recruitment and collaboration events on and off campus.

Primary Job Duties as Postdoctoral Scholars Office Administrator:

- Reporting to the Vice Provost for Research, manage the Postdoctoral Scholars Office.
- Serve as the primary liaison for the Caltech Postdoctoral Scholars Association (CPA). Serve as the primary point of contact for individual postdoctoral scholars who wish to engage the administration. Attend and organize events that support the CPA.
- Communicate regularly with the Vice Provost for Research and faculty postdoctoral scholar representatives in the divisions to identify and respond to issues facing individuals and groups of postdoctoral scholars on campus.
- Organize and coordinate postdoctoral scholar orientations and other meetings and events, including in-person, remote, and hybrid participants.
- Review and approve financial transactions submitted by the CPA. Approve members of the CPA Board to hold P-Cards.
- Revise and maintain the Postdoctoral Scholar Handbook in consultation with the Vice Provost.
- Create and maintain the website for the Postdoctoral Scholars Office.
- Maintain thorough working knowledge of policies and procedures involving postdoctoral scholars.

**Basic Qualifications**
- Bachelor's degree and at least 5 years of relevant administrative experience.
- Excellent organization and time management skills.
- Finance or budgeting experience.
- Excellent customer service skills, including strong verbal and written communication with meticulous attention to detail. Must possess the ability to interact professionally with all levels of faculty, postdoctoral scholars, staff, students, and external contacts.
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