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Details
Posted: 07-Jul-22
Location: Pasadena, California
Salary: Open
Internal Number: 3206419
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 Administrative Assistant provides high level administrative support to the Principal Investigator (PI) and research staff in a neuroscience research laboratory in the Division of Biology and Biological Engineering. This role requires the ability to be proactive by anticipating needs, thinking critically, and using good judgment, attention to detail, and the ability to offer solutions to problems with a high level of professionalism in a timely and accurate matter.
The successful candidate will possess strong problem-solving skills, initiative, and sound judgment when assessing solutions to administrative issues impacting the Investigator and lab operations.
Essential Job Duties
- Responsible for organizing and maintaining PI's schedule including on- and off-campus meetings and teaching, travel deadlines, timely reminders identifying and resolving scheduling conflicts, and facilitating schedule optimization.
- Work with grants manager to prepare administrative materials for grant applications, including yearly progress reports. Responsible for monitoring grant expenditures and facilitating efficient spending patterns that align with available funds and ensure compliance with NIH policies.
- Responsible for monthly tracking of expenditures, preparing and administering annual operating budget and yearly projections. Analyze and review actual expenditures and recommend forecast adjustments as needed. Access institutional financial database to generate/customize periodic reports for federal awards, grants, contracts, gifts, and endowments.
- Manage multiple, frequently changing calendars for the lab research group and Investigator, prioritize and coordinate substantial scheduling, including internal and external meetings, conferences, professional engagements, and travel for the Investigator, coordinating with travel agencies as needed.
- Administer and facilitate HR related process; serve as hiring manager for lab; create job requisitions; screen applications and identify candidates to interview. Facilitate postdoc appointments and assist with fellowship preparation and submission. Coordinate undergraduate student program trainee appointments. Provide guidance to support personnel as needed.
- Prepare and draft documents for PI edits. Process and maintain sensitive and confidential information. Manage paper and electronic filing systems.
- Track deadlines for recommendation letters, grant applications, progress reports, etc. and coordinate submission with PI.
- Manage P-Card recordkeeping and timely reconciliation.
- Act as liaison between PI and lab members and the Division, as well as other units on campus, and external funding agencies. Keep supervisor informed of trends and issues as they arise, providing suggestions and ideas for potential remedies.
- Participate in Division group meetings and network with colleagues to stay current on policies, procedures, and best practices.
- Other duties as assigned.
Basic Qualifications
- Bachelor's degree or equivalent.
- Minimum of 4 years of relevant administrative experience, preferably in a academic scientific or engineering research environment.
- Experience in managing extensive calendar scheduling for multiple calendars.
- Experience organizing national and international travel arrangements, including making wide-ranging travel arrangements and processing travel expense reports.
- Grants management and financial/budget management experience.
- Strong work ethic, motivation for excellence in performance, self-starter.
- Proficient computer skills: Mac platform preferred, experience using basic Microsoft office or Apple equivalent applications for documents, spreadsheets, etc.
- Experience with installing and upgrading applications.
- Social media experience.
- Excellent communication and organizational skills, ability to effectively and continuously prioritize and use sound judgment, based on knowledge and understanding of PI's and lab's needs.
- Must be able to work independently, showing high initiative, proactivity, critical thinking, and flexibility. Ability to interact fairly effectively and in an unbiased way with individuals from diverse national and international backgrounds.
- Must possess strong problem-solving skills, and the ability to handle a variety of tasks and to shift priorities simultaneously working with minimal supervision. Ability to work under time pressure and deliver work product to a high professional standard.
- Demonstrate and apply knowledge of Institute operations, strategies, and processes.
Preferred Qualifications
- Work experience for a PI in a scientific research lab is strongly preferred.
- Excellent communication and people skills.
- Experience in grants management/budget oversight for a large portfolio from both federal and non-federal funding sources is strongly preferred.
- Experience with Caltech administrative applications - P-Card and OBI financial database.
- Experience with management of laboratory animal colonies and expense accounting thereof.
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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