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Division Events Coordinator and Administrative Assistant
California Institute of Technology
Details
Posted: 18-Mar-23
Location: Pasadena, California
Salary: Open
Categories:
Administrative/Support
Staff/Administrative
Internal Number: 4017965
Caltech
Exempt Overtime Eligible: Overtime Eligible
Benefits Eligible: Benefit Based
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
The Division Events Coordinator and Administrative Assistant is a key member of the administrative support team in the Division of the Humanities and Social Sciences. Duties include organizing and supporting divisional special events and programs, managing Dabney room reservations, assisting the Humanities Executive Officer, administering HSS student academic prizes, providing administrative support to humanities faculty members, handling assigned divisional administrative tasks (faculty searches, seminars, etc.), and acting as backup to the AV & Logistics Coordinator and Communications Coordinator.
Essential Job Duties
- Organize and support divisional special events and programs, including overseeing caterers, rentals, permitting, as well as setup and breakdown on day of events.
- Develop and implement publicity plans for division events and programs.
- Manage Dabney Lounge, Garden, and Treasure Room reservations.
- Provide administrative support to the Humanities Executive Officer (prepare the humanities teaching schedule and humanities course descriptions in the Caltech catalog, etc.).
- Handle the administrative aspects of HSS student prizes in coordination with faculty.
- Provide administrative support for assigned humanities faculty members.
- Coordinate and assist in day-to-day business operations, such as maintaining calendars, scheduling meetings and appointments, using web-related tools, etc.
- Plan and coordinate events such as seminars, meetings, conferences, and other events for assigned faculty.
- Coordinate travel arrangements and itineraries; process expense reports, reimbursements, and payment requests.
- Handle assigned divisional administrative tasks, such as administering academic job searches, coordinating seminars.
- Assist in preparing or copying classroom materials.
- Serve as backup to Division AV & Logistics Coordinator and Communications Coordinator.
- Other duties as required.
Basic Qualifications
- BA/BS degree.
- 5+more years of relevant work experience.
- Ability to demonstrate initiative in independently solving problems with a positive attitude, curiosity, and commitment to continual improvement.
- Ability to multitask and work well under pressure with meticulous attention to detail and a positive attitude.
- Excellent organizational and time management skills.
- Must be able to prioritize and organize tasks, exercise good judgment, work both independently and in a team environment.
- Outstanding interpersonal skills and effective oral and written communications skills necessary to interface with faculty, students, and visitors in a professional manner.
- Must be conscientious, detailed oriented, and proactive 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
- Experience working in an academic division or department.
- Experience with preparing and managing budgets.
- Familiarity with Caltech and its systems, procedures and policies.
Required Documents
- Resume
To be considered for this position please visit our web site and apply on line at the following link: https://hr.caltech.edu/work/job_openings
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.
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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.
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