Administrative Coordinator

2 days ago

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

We are seeking a highly skilled and detail-oriented Administrative Assistant to join the Mechanical and Civil Engineering Department 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.

Key Responsibilities
  • Provide daily administrative support to professors and their research groups.
  • 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.
  • Schedule meetings and maintain faculty calendars.
  • Prepare classroom materials.
  • Maintain professors' curriculum vitae, publication listings, and websites.
  • Assist Grants Manager with the preparation of administrative portions of grant proposals, securing faculty signatures, and tracking grant proposal reporting deadlines.
  • Gather information and prepare administrative forms for visitors, postdoctoral scholars, and research staff hires.
  • Provide administrative support as needed to faculty-hosted visitors and scholars.
  • Coordinate domestic and foreign travel arrangements, provide itineraries, and process travel expense reports. Ensure compliance with Caltech policies, funding agency, and export regulations.
  • Assist with team department administrative tasks such as weekly seminars and event planning, special event planning, mail sorting, ordering, maintaining coffee room supplies, and overflow administrative support.
  • Edit and proofread correspondence and office forms, non-technical sections of manuscripts, PowerPoint presentations, reports, etc.
  • Maintain and update class and professor's websites.
Requirements
  • Bachelor's degree or equivalent experience and at least 3 years of administrative support experience.
  • Excellent and diplomatic communication skills with a good command of grammar and usage.
  • Ability to maintain confidentiality when required.
  • Demonstrated facility with software programs and eagerness to learn new administrative systems.
  • Experience using Microsoft Office/Office 365 and Adobe.
  • Intermediate-level Excel skills.
  • Experience coordinating travel arrangements and making itineraries.
  • Excellent typing and proofreading skills.
  • Ability to work under deadlines and prioritize work effectively.
Preferred Qualifications
  • Proactive work ethic requiring minimal direction to accomplish goals.
  • Demonstrated initiative for taking on unfamiliar or additional tasks.
  • Experience using website design software (i.e. Squarespace or similar).

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