Administrative Assistant

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Job Summary

The Division of the Humanities and Social Sciences (HSS) seeks a motivated and detailed-oriented individual to join its administrative team.Duties include supporting social science faculty members (tasks such as coordinating calendars, arranging travel, organizing meetings and conferences, formatting, and proofing documents) and assisting with division administrative tasks (such as administering faculty job searches, arranging division seminars). This position also will provide administrative support for the HSS graduate programs in coordination with the HSS Options Manager. This is a full-time, regular position reporting to the Staff and Facilities Manager.

Essential Job Duties

• Provide administrative and organizational support for assigned faculty members.
• Coordinate and assist in day-to-day business operations, such as maintaining calendars, scheduling meetings and appointments, using web related tools, etc.
• Format and proof documents, research papers, or manuscripts as requested.
• Plan and coordinate events such as seminars, meetings, and conferences; duties may include, but not be limited to, organizing event logistics, lodging, travel, catering, facilities, etc.
• Coordinate travel arrangements and itineraries; process expense reports, reimbursements, and payment requests; assist with logistics associated with domestic or international travel for faculty and lab members.
• Purchase supplies and equipment via P-Card and TechMart; monitor receipt of deliveries, assist with invoice approvals; and reconcile monthly P-Card reports.
• Provide administrative support in job searches for academic positions, which includes maintaining search databases, assisting committee chairperson, coordinating on-campus visits, process travel reimbursements, and fielding questions from prospective candidates.
• Assist in preparing or copying classroom materials and updating faculty websites.
• Administer petty cash funds used for social science experiments.
• Assist with the administration of the HSS graduate programs, including, but not limited to, event support (recruiting, orientation, commencement), expense reimbursement, and other tasks in coordination with the HSS Options Manager.
• Provide back-up support to other division administrative staff as requested; prioritize tasks and projects; track progress, resolve issues and meet deadlines.
• Other duties as assigned.

Basic Qualifications

• 5 years of relevant work experience.
• Outstanding interpersonal skills and oral and written communications skills.
• Conscientious, detail-oriented, and proactive in delivering high quality services under minimal supervision.
• Proficient computer skills including Excel, Word, PowerPoint, and Outlook.
• Experience with making travel arrangements and processing travel expense reports.

Preferred Qualifications

• BA/BS degree.
• Experience working in an academic division or department.
• Familiarity with Caltech and its systems, procedures, and policies.

Required Documents

• Resume.