Senior Administrative Coordinator

2 days ago

Pasadena, California, United States California Institute of Technology Full time
Senior Administrative Assistant Job Summary

We are seeking a highly skilled and experienced Senior Administrative Assistant to join the Andrew & Peggy Cherng Department of Medical Engineering administrative team. The successful candidate will possess excellent administrative skills, strong problem-solving abilities, and a high level of initiative.

Key Responsibilities:
  • Provide daily administrative support to professors and their research groups, including coordinating meetings, scheduling appointments, and maintaining calendars.
  • Assist with the preparation of administrative portions of grant proposals, securing faculty signatures, and tracking grant proposal reporting deadlines.
  • Purchase research equipment and lab supplies using P-card and TechMart administrative systems in accordance with Institute and government policies.
  • Generate and review cost summary and expense detail reports on research accounts and select departmental accounts.
  • Coordinate group meetings and special events, including logistics, lodging, travel, catering, and facilities.
  • Maintain accurate and complete files of purchasing documentation, track updates on new publications, and assist with the onboarding and offboarding of new lab personnel.
  • Coordinate domestic and foreign travel arrangements, process travel expense reports, and ensure compliance with Caltech policies, funding agency, and export regulations.
Requirements:
  • Bachelor's degree or equivalent experience and at least 5 years of administrative support experience in an academic research setting.
  • Excellent communication skills, with a good command of grammar and usage, and excellent typing and proofreading skills.
  • Developed sense of tact and discretion, and ability to maintain confidentiality when required.
  • Demonstrated facility with software programs, eagerness to learn new administrative systems, and experience using Microsoft Office/Office 365 and Adobe.
  • Intermediate-level Excel skills and ability to work under deadlines and prioritize work effectively.

To be considered for this position, please visit our website and apply online at the following link: https://www.caltech.edu/jobs

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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