Administrative Assistant

Caltech Administrative Support Position

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.

Administrative Support and Coordination

• Provide administrative assistance to professors and research groups.
• Tailor support to individual faculty needs, including managing calendars and scheduling meetings, appointments, and interviews.
• Answer and compose correspondence on behalf of professors, maintaining a professional and proactive communication style.

Document Preparation and Editing

• Draft, type, edit, and/or proof manuscripts, patent applications, grant proposals, funding reports, and other documents as needed.
• Prepare and edit PowerPoint presentations, developing presentation materials from original content.
• Take ownership of improving templates, workflows, group documentation, and recurring administrative processes.

Grant and Budget Management

• Track deadlines for grant proposals, ensuring timely submission and compliance with funding agency requirements.
• Prepare and collate grant proposal supporting sections, including for NIH submissions.
• Provide budget-related assistance by reconciling discrepancies and tracking purchases.
• Provide data and input for financial projections, collaborating with grant managers as needed.

Event Planning and Coordination

• Plan, organize, and coordinate special events such as seminars, symposiums, conferences, and faculty dinners.
• Coordinate logistics, including speaker travel arrangements, lecture hall AV setup, catering, and budget reconciliation.

Teaching Support

• Prepare classroom materials, arrange teaching equipment/AV, and collect homework and examinations for undergraduate and graduate courses.
• Maintain files of letters of recommendation for student and postdoctoral applications.

Personnel Coordination

• Maintain up-to-date information on research group members.
• Coordinate interview and hiring processes for new members.
• Update lab-specific guides and distribute them to new members.

AI Integration and Utilization

• Learn and implement AI tools such as ChatGPT, Claude, CoPilot, and other relevant technologies to enhance efficiency in administrative tasks.
• Use AI and automation tools to assist with drafting documents, managing schedules, creating reports, and streamlining communication and workflows.

General Office Management

• Maintain records, databases, and document files electronically and in hard copy, ensuring accuracy and confidentiality.
• Manage purchasing cards, reconcile expenses, and process reimbursements.
• Interface with campus personnel, external associates, and Division staff, acting as a liaison to the research group(s).

Other Duties as Assigned

• Provide administrative backup to other administrative staff and assist with Division-wide initiatives as needed.
• Serve as the Floor Warden or Building Coordinator for emergency planning purposes.

Basic Qualifications

• Bachelor's degree or equivalent experience.
• 3+ years of administrative support experience, preferably in an academic setting, or equivalent experience.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and calendaring/email systems.
• Demonstrated experience using AI tools such as ChatGPT, Claude, and CoPilot; understanding of when the use of AI tools is or isn't appropriate, and whether a particular AI output aligns with the prompt and intended purpose.
• Highly organized, able to manage competing priorities and meet deadlines with accuracy and attention to detail.
• Excellent interpersonal and communication skills, with the ability to interface professionally with faculty, staff, students, and visitors.
• Strong word-processing and proofreading skills.
• Ability to work independently, demonstrate good judgment, and maintain confidentiality.

Preferred Qualifications

• Knowledge of Caltech policies, procedures, and systems.
• Proficient with both PC and Mac operating systems.
• Previous experience supporting senior faculty and/or managing NIH grant proposals.
• Experience with workflow automation such as Microsoft 365 automations or similar tools to streamline processes and integrate systems.
• Experience with content management systems or developing other web-based applications (e.g., research lab websites).

Required Documents

• Resume
• Cover Letter explaining your interest in supporting research and academic operations, and why you believe your prior experiences make you a strong match for this role. Please include in your letter: (1) any prior experience with workflow automation and/or AI systems, and (2) your views on which top three tasks/responsibilities from the position description would benefit most from using AI/automation tools and why. Limit your cover letter to no more than one page.