Description
Division Assistant Caltech Job Category: Fulltime Regular 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 of Geological and Planetary Sciences is seeking a motivated individual to join the administrative team. Under general supervision, the successful candidate will provide advanced administrative and clerical support to coordinate and assist with day-to-day business operations, including website and communication duties, budget-related activities, and event and travel coordination. Essential Job Duties Develop and maintain division and affiliated websites, including creating and updating calendars, contact lists and directories, news announcements, and faculty honors and awards. Develop print and digital publications of division information and special events. Create and manage web-based registration forms and documents for various purposes, including field trips, vehicle use requests, and meetings/events. Generate financial reports. Assist with biennial service center reviews and periodic rate reviews. Process internal charges for service centers. Maintain records files and databases. Assist with the planning and execution of division-hosted special events and programs, including announcements, registration, catering, rentals, and permitting. Assist with international group travel and process expense reports, including advances and payment requests for annual educational enrichment trips. Assist with room usage calendars. Back up the Division Research Technician in vehicle service center tasks and mail distribution. Back up the Division Office Manager in answering the main telephone line for the division; screening and routing mail/inquiries as appropriate; notifications and service requests for facilities, maintenance, and upkeep; field trip and safety documentation; and issuing keys and card access. Other duties as assigned. Basic Qualifications Bachelor’s degree. Excellent customer service skills and the ability to interface with people at all levels inside and outside the division. Ability to work well under pressure, prioritize multiple tasks, demonstrate meticulous attention to detail, and suggest solutions. Excellent organization and time-management skills. Strong verbal and written communication skills. Ability to demonstrate initiative, a positive attitude, and a commitment to continual improvement. Ability to follow instructions and apply advanced knowledge of standard procedures and policies to assignments. Experience with database entry. Understanding of social media, including Facebook, X (Twitter), Pinterest, YouTube, LinkedIn, and Instagram. Proficient computer skills, including Microsoft Office (Word, Excel, Outlook, Access, PowerPoint) and Google Forms. Working knowledge of Adobe Creative Suite (Photoshop, Illustrator, InDesign, Publisher). Comprehensive knowledge of Adobe Dreamweaver (Wagtail, PHO, HTML). Experience with event planning. Ability to maintain sensitive and confidential information. Preferred Qualifications Experience in higher education, working with faculty, students, and staff. Experience in accounting. Advanced knowledge of Excel. Experience in making travel arrangements and processing travel expense reports. Familiarity with databases, basic website design, and graphic design. Experience with Caltech administrative applications systems. Required Documents Resume Cover Letter 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. Copyright 2025 Jobelephant.com Inc. All rights reserved. Posted by the FREE value-added recruitment advertising agency jeid-fbe4b7210c483741b29f2cdfb49ff236