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Senior Administrative Coordinator

1 month ago

Los Angeles, California, United States Caltech (California) Full time
{"Job Title": "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 initiative, good judgment, and strong problem-solving skills and quickly gain knowledge of department, division, and campus-wide operations.", "Essential Job Duties": "
  1. Provide daily administrative support to professors and their research groups.
  2. Provide administrative support as needed to faculty-hosted visitors and scholars.
  3. Edit, correct, and update drafted letters.
  4. Consult requirements for different societies' recommendations.
  5. Purchase research equipment and lab supplies using P-card and TechMart administrative systems in accordance with Institute and government policies.
  6. Maintain accurate and complete files of purchasing documentation.
  7. Resolve billing-related matters and regularly reconcile purchasing requisitions, P-card orders, and other costs.
  8. Generate and review cost summary and expense detail reports on research accounts and select departmental accounts.
  9. Coordinate group meetings and special events, including logistics, lodging, travel, catering, and facilities.
  10. Schedule meetings and maintain faculty calendars.
  11. Prepare classroom materials.
  12. Maintain professors' curriculum vitae, publication listings, and websites.
  13. Maintain Biosketch and Current & Pending Funding documents for NIH and NSF utilizing ScienCV.
  14. Track/update new publications in NCBI, lab website, Google Scholar, Caltech Authors, faculty CV, and NSF collaborators files.
  15. Assist Grants Manager with the preparation of administrative portions of grant proposals, securing faculty signatures, and tracking grant proposal reporting deadlines.
  16. Help submit NIH RPPRs (progress reports).
  17. Gather information and prepare administrative forms for visitors, postdoctoral scholars, and research staff hires.
  18. Onboard new lab personnel and guide departing personnel through the exit procedure.
  19. Manage funding and personnel on IACUC and IRB protocols.
  20. Coordinate domestic and foreign travel arrangements; provide itineraries; process travel expense reports.
  21. Ensure compliance with Caltech policies, funding agency, and export regulations.
  22. Help file PHS/NIH/DOE travel expense disclosure forms.
", "Basic Qualifications": "Bachelor's degree or equivalent experience and at least 5 years of administrative support experience in an academic research setting.", "Preferred Qualifications": "Proactive work ethic requiring minimal direction to accomplish goals.", "Required Documents": "Resume, Cover Letter"}