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Job Summary The Administrative Coordinator will provide secretarial and general administrative support for two or more faculty and performs other duties for the Chemistry and Chemical Engineering Division.
Coordinates and assists in day-to-day operations, such as drafting, typing, editing, and proofing correspondence, office forms, and nontechnical sections of manuscripts, journal articles, grants, reports, etc. Prepares and edits PowerPoint presentations including graphics.
Coordinates travel arrangements and itineraries. Processes expense reports, advances, reimbursements, and payment requests; assists with logistics associated with domestic or international travel; ensures compliance with funding agency travel requirements and export regulations. Deposits reimbursement checks and ensures proper crediting to accounts.
Coordinates special events such as lunches, group meetings, individual seminars, seminar series, named lectures, and conferences. Organizes event logistics, schedules meetings with faculty, makes travel arrangements for speakers and coordinates reimbursements. Reviews event budgets and reconciles expenses for each event. Maintains seminar poster boards.
Manages purchase cards with responsibility for recordkeeping and timely reconciliation. Completes petty cash forms and processes reimbursements.
Performs data entry. Screens and routes regular mail, email, and telephone calls, as appropriate. Processes and maintains sensitive and confidential information. Maintains paper and electronic filing systems. Extensive filing includes managing both current and historical information, with ability to retrieve previous correspondence as a basis for current responses.
Tracks deadlines and deliverables for grant proposals; advises professor of pending deadlines; responsible for ensuring that proposals are reviewed by Division and contain necessary signatures and budget information. Prepares proposals for submission. Performs data collection and statistical analysis for award proposals and ongoing fund monitoring. Assists grant manager in obtaining information, as requested. Uses Excel to create budgets and track reimbursements.
Maintains calendars; schedules meetings and appointments, etc., using web related tools. Uses Google Gmail to create shared web documents, manage calendars, create and manage websites with links appropriate for storing information and coordinating activities.
Prepares classroom materials and arranges for teaching equipment. Creates/updates department or faculty web pages, including the research group website, and websites created for courses.
Gathers required information and prepares forms for postdoctoral scholar appointments and research staff hires.
Other duties including general photocopying, shredding or archiving, updating group rosters, literature surveys, group responsibilities, meetings, and email addresses. Orients new group members and support personnel, distributes keys. Downloads documents that have been identified by the faculty member. General computer and other housekeeping duties.
Assists researchers with procurement of items that are regulated by the state and federal government, including controlled substances, chemical precursors, and radioactive materials. Complies with state and federal regulation, as well as Institute procedures.
Delivers and routes daily mail.
Additional duties as assigned.
Associate's degree or equivalent experience.
3+ years of experience as secretary and/or administrative assistant.
Ability to work on both a Mac and PC with experience using various computer software programs including Microsoft Office, Mac Mail, web browsers, Filemaker Pro, Google Gmail applications.
Experience coordinating and scheduling travel arrangements and itineraries.
Excellent communication skills and good command of English grammar.
Excellent typing and proofreading skills.
Excellent organizational skills.
Good judgment and the capability to maintain confidentiality.
Must have competency to respond to varying workloads and capacity to work under the pressure of deadlines.
Willingness to work closely with others to maintain steady workflow.
Capable of reaching mailboxes up to 6 feet high and carrying mail between buildings on a daily basis.
Individual must be a self-starter, self-motivated, and always seeking the next thing to do. Proactively works with minimal direction to accomplish goals.
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.