Administrative Operations Assistant

Caltech Administrative Operations AssistantCaltech 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.IPAC is part of the Physics, Mathematics and Astronomy Division at Caltech. We are a dedicated team of scientists, engineers, and administrative professionals who provide science operations, user support, data and archive services, and scientific vision to maximize discovery with observatories both in space and on the ground. Our partners and collaborators span the broader scientific community and include individual researchers, science collaborations, projects, missions, and centers. Our work involves people and projects across IPAC, NASA and NSF programs, NASA centers including JPL and GSFC, Caltech, and public and private institutions across the U.S. and internationally.IPAC's Administrative Team is seeking an Administrative Operations Assistant to join our group. If you are highly motivated, organized, and excited to support our team with day-to-day office operations, event coordination, recruitment support, and internal staff service, we encourage you to apply. This position is a great opportunity for someone interested in gaining hands-on experience in office administration while providing professional, high-level support in a collaborative and diverse environment.This position offers a diverse range of responsibilities and valuable experience within an academic research setting while supporting IPAC's core mission. The role is based in Pasadena, California.Essential Job DutiesProvide general office and administrative support, including routing inquiries, maintaining calendars, scheduling meetings and conference rooms, handling confidential information, and responding to routine staff requests. Provide backup support to other IPAC administrative staff as needed.Greet and assist visitors, respond to routine staff and guest inquiries, and receive and coordinate packages, vendors, and guide deliveries.Support conferences, workshops, meetings, and social events, including registration, catering, attendee communications, materials, supplies, payment tracking, and event setup and breakdown. Assist with expense tracking and adherence to event budgets and funding requirements.Provide administrative support for recruitment, including application distribution, interview coordination, candidate communications, and recordkeeping. Assist with onboarding, offboarding, and preparing documentation for visitors and other non-tenured appointments.Process purchases, payment requests, and reimbursements; reconcile P-Card transactions; maintain records; and assist with billing and purchasing issues.Maintain spreadsheets, administrative tracking tools, records, and internal webpages, ensuring accuracy and timely updates.Perform other administrative and operational support duties as assigned by the Staff Operations & Strategic Initiatives Lead.Basic QualificationsThree years of relevant administrative or office support experience, or an equivalent combination of education and experience.Proficiency with Microsoft Office applications, including Word, Excel, Outlook, and PowerPoint, and experience using Google Workspace or similar collaboration tools.Strong organizational, communication, and customer service skills, with the ability to interact professionally and effectively with a diverse range of staff, visitors, and external contacts.Ability to manage multiple tasks and priorities, maintain accurate records, meet deadlines, exercise appropriate discretion with confidential information, and work both independently and collaboratively as part of a team.Preferred QualificationsBachelor's degree or an equivalent combination of education and experience.Experience in office administration, operations, event coordination, or a related support function.Experience supporting recruitment, onboarding, Human Resources, or other personnel-related administrative processes.Experience working at Caltech, JPL, or within an academic, scientific, or research environment.Demonstrated ability to work collaboratively as part of a team, exercise sound judgment, and identify practical solutions to day-to-day administrative needs.Strong interpersonal and communication skills, with experience working effectively with individuals from a variety of professional and cultural backgrounds.Required DocumentsResumeCover letter (limited to 1 page) detailing your relevant office, administrative, and event experience, and your motivation for joining our team. Applications without a cover letter will not be considered.Application Deadline: November 13, 2026.Application DetailsThis is an on-site position at the Caltech campus in Pasadena, California. Remote work is typically allowed 1 day per week after training.Position will require occasional evening or weekend availability in support of conferences and special events.Expected start by late November to mid-December 2026.Life at IPAC and CaltechCaltech is an award-winning workplace and one of the best places to work in the greater Los Angeles area. We offer an exciting and dynamic work environment, career development opportunities, competitive pay programs, great benefits, and the opportunity to participate in many campus programs and activities. People choose to work at IPAC for many reasons, and the casual, employee-centric culture often leads to fulfilling, long-term careers and lasting relationships. We seek the best and brightest talent to join our workforce and become members of our community.