Support Coordinator for Academic Division

7 days ago

Pasadena, California, United States Caltech Full time

Caltech, a renowned science and engineering institute, is seeking a highly skilled and detail-oriented Support Coordinator to join its Division of the Humanities and Social Sciences (HSS) administrative team. This new role will provide direct support for assigned faculty members and handle a broad portfolio of duties, including overflow and backup coverage for other HSS administrative staff.

About Caltech

As a world-renowned science and engineering institute, Caltech thrives on finding and cultivating talented individuals who are passionate about their work. With a diverse community of brilliant minds and innovative tools, we address fundamental scientific questions that shape our understanding of the world.

Job Description

This full-time position reports directly to the HSS Staff and Facilities Manager and is fully on-site on our Pasadena campus. The primary duties of this Support Coordinator role include:

  • Providing overflow and backup coverage for HSS administrative assistants and the HSS AV and Logistics Coordinator as assigned.
  • Assisting with day-to-day business operations, such as maintaining calendars, scheduling meetings, using web-related tools, processing expense reports and reimbursements, making domestic and foreign travel arrangements, preparing classroom materials, formatting and proofreading documents, purchasing equipment and supplies, and assisting users with audio visual equipment needs.
  • Planning and supporting division events, including organizing event logistics, lodging, travel, catering, and facilities.
  • Maintaining internal and online division calendars.
  • Managing HSS room reservations in coordination with other HSS staff.
  • Coordinating Faculty and Postdoctoral Scholar job searches.
  • Administering petty cash funds.
Required Skills and Qualifications

To be successful in this role, you will need:

  • A minimum of 3 years of relevant work experience.
  • Excellent oral and written communication skills.
  • Proficiency with Excel, Word, PowerPoint, and Outlook/Office 365.
  • Experience coordinating travel arrangements and making itineraries.
  • Excellent typing and proofreading skills.
  • Ability to work under deadlines and prioritize work effectively.
  • Ability to accommodate a flexible work schedule when and as needed to support events outside of regular work hours.
Salary Information

The estimated salary for this position is $65,000 - $85,000 per year, depending on qualifications and experience.

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