Caltech is a world-renowned science and engineering institute that marshals some of the world's brightest minds and most innovative tools to address fundamental scientific questions. We thrive on finding and cultivating talented people who are passionate about what they do. Join us and be a part of the diverse Caltech community.
Job Summary This is an administrative staff position for the Graduate Aerospace Laboratories of the California Institute of Technology (also known as GALCIT), reporting to the Department Administrator. The successful candidate will provide support to the Director for both his/her activities related to GALCIT administration and administration of the Center for Autonomous Systems and Technologies (CAST). This position requires excellent communication skills and the ability to manage multiple priorities simultaneously. It also requires high levels of organization, accuracy, and discretion.
Oversees daily operation of the Director's office (mail, telephone, appointments). Independently responds to routine requests, uses excellent judgment and discretion in referring complex or special requests to the Director. Greets office visitors and maintains office hospitality inventory.
Assists the Director by prioritizing and tracking long and short-term projects to provide progress reports as needed and ensure timely completion.
Drafts and finalizes emails, letters, forms, reports, documents, and announcements.
Provides administrative support for CAST, and related meeting and event logistics (virtual and in-person) including lodging, travel, catering, facilities, invitation/registration processes, and public relations materials. Provides input for high profile events with significant visibility and impact on the reputation of the Department, Division, and/or the Institute.
Plans and produces special and recurrent GALCIT functions with the Director and Department Administrator, including arranging for venues, hotels, banquets, transportation, invitations and information packets for large numbers of participants.
Works closely with the Department Administrator on special projects and routine tasks for the benefit of the department, including updating the GALCIT and CAST websites.
Handles domestic and international travel arrangements and itineraries for visitors; processes travel related documentation including travel advances, expense reports, reimbursements, and payment requests.
Works closely with the Department Administrator to facilitate communication between the EO and all members of the Department, the EAS Division Chair, and Division Operations Officer, and other Institute offices such as Finance or Development.
Performs monthly reconciliation of travel reports and other transactions. Assists Department Administrator in monitoring and tracking GALCIT and CAST Director's office budgets.
Other duties as assigned.
At least 5 years of relevant administrative work experience.
Must have event planning experience and the ability to organize and coordinate activities/projects and follow through on all aspects of projects with a high degree of attention to detail.
Experience with producing large events that may include several days of activities for large numbers of participants.
Must be able to work independently and creatively; and quickly build rapport with many people and organizations across campus.
Ability to be proactive in identifying potential problems and take action to avoid them.
Ability to maintain confidentiality in all activities for the Director's office.
Excellent written and verbal communication skills, including punctuation, grammar, and spelling.
Experience arranging for travel and completing expense reports.
Ability to interact with various levels of management and/or faculty on sensitive and confidential matters.
Outstanding interpersonal skills with the ability to communicate clearly and tactfully.
Ability to prioritize and organize work using good judgment and ability to work independently to accomplish tasks.
Flexibility to deal with varied workload and deadlines.
Proficiency with the following software: Word, Excel, Outlook, PowerPoint.
Comfortable in both the in-person and virtual environments.
Note: this position will work remotely until campus re-opens its administrative offices.
Caltech or other work experience in an academic setting is a plus.
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.
Copyright 2017 Jobelephant.com Inc. All rights reserved.
The California Institute of Technology (Caltech) is a world-renowned science and engineering research and education institution, where extraordinary faculty and students seek answers to complex questions, discover new knowledge, lead innovation, and transform our future.