Administrative Assistant

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Job Summary

The Division of Geological and Planetary Sciences is seeking an Administrative Assistant who will provide support to the Operations and Fiscal Manager in the Seismological Department. Under direct supervision, the successful candidate will handle financial and non-financial duties for faculty, postdoctoral scholars, students, and research staff. The functional title for this position will be Grants Manager Assistant.

Essential Job Duties

• Assist with administrative and clerical duties, organizing meetings, seminars, and conferences.
• Maintain faculty and Seismo Lab websites, calendars, and room reservations.
• Purchase materials and supplies; reconcile P-Card reports; process invoices, reimbursements, and payment requests.
• Assist with completing forms for visitors.
• Take initiative to inform the manager of outstanding work; proactively search for new information or established guidelines relevant to tasks and projects to provide direction or solutions; maintain clear communication of pending issues with faculty, postdocs, students, and staff. Proactively communicate outstanding issues and seek guidance when necessary.
• Provide backup support to department colleagues as needed.
• Take detailed and accurate notes during meetings and briefings; prepare summaries, action items, and follow-up communications as needed.
• Assist with tracking financial information related to projects, events, and initiatives, including budgets, invoices, and expenditure summaries.
• Apply strong interpersonal, communication, and active listening skills to maintain collaborative working relationships with faculty, staff, students, postdocs, and donors.
• Coordinate domestic and international travel arrangements, advances, and reconcile expense reports.
• Apply knowledge of Institute policies, Division practices, sponsor terms and conditions, and government rules and regulations to all assigned duties as applicable.
• Perform other duties as assigned.

Basic Qualifications

• Bachelor's degree and at least 3 years of relevant administrative experience.
• Detailed, process-oriented, excellent organizational skills, able to prioritize work effectively, and meet deadlines.
• Ability to exercise sound judgment, discretion, and confidentiality while maintaining a professional, composed demeanor in fast-paced or sensitive situations.
• Ability to work under and meet deadlines, prioritize work effectively, and be flexible.
• Cooperative and self-motivated.
• Strong interpersonal, written, and communication skills.
• Intermediate-level Excel skills.
• Experience using Microsoft Office/Office 365 and Adobe.
• Experience coordinating travel arrangements and making itineraries.
• Experience with website creation tools and a strong willingness to learn new administrative systems.

Preferred Qualifications

• Knowledgeable in accounting as it pertains to budgets and cost detail spreadsheets.
• Experience with Caltech systems and software applications.
• Experience supporting outreach and communications efforts, including the use of social media platforms.

Required Documents

• Resume
• Cover Letter