Administrative Assistant

divh2Caltech Administrative Assistant/h2pCaltech is a world-renowned science and engineering institute that marshals some of the worlds 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./ppThe Division of Chemistry and Chemical Engineering (CCE) seeks a motivated and adaptable individual to join the administrative team as an Administrative Assistant. CCE faculty are among the most distinguished and innovative in the world, leading research into new areas of science and technology. Reporting to the Division Operations Officer, the successful candidate will provide tailored administrative support to multiple research groups and professors while working within a dynamic team of administrative staff. This individual will interact with various departments and programs on campus and leverage AI tools to enhance administrative efficiency. This role offers an exciting opportunity for an individual eager to provide high-level administrative support while leveraging cutting-edge AI tools in a prestigious academic environment./ph3Administrative Support and Coordination:/h3ulliProvide administrative assistance to professors and research groups, requiring a thorough knowledge of Division processes and Institute policies./liliTailor support to individual faculty needs, including managing calendars and scheduling meetings, appointments, and interviews./liliAnswer and compose correspondence on behalf of professors, maintaining a professional and proactive communication style./li/ulh3Document Preparation and Editing:/h3ulliDraft, type, edit, and proof correspondence, manuscripts, journal articles, patents, grant proposals, reports, and other documents as needed./liliPrepare and edit PowerPoint presentations, developing presentation materials from original content./li/ulh3Grant and Budget Management:/h3ulliTrack deadlines for grant proposals, ensuring timely submission and compliance with funding agency requirements./liliPrepare and collate grant proposals, including NIH submissions, and provide budget-related assistance by reconciling discrepancies and tracking purchases./liliProvide data and input for financial projections, collaborating with grant managers as needed./li/ulh3Event Planning and Coordination:/h3ulliPlan, organize, and coordinate special events such as seminars, symposiums, conferences, and faculty dinners./liliCoordinate logistics, including speaker travel arrangements, lecture hall AV setup, catering, and budget reconciliation./li/ulh3Teaching Support:/h3ulliPrepare classroom materials, arrange teaching equipment/AV, and collect homework and examinations for undergraduate and graduate courses./liliMaintain files of letters of recommendation for student and postdoctoral applications./li/ulh3Personnel Coordination:/h3ulliMaintain up-to-date information on group members (e.g., graduate students, postdoctoral scholars, visiting associates, and undergraduates)./liliCoordinate interview and hiring processes for postdoctoral scholars, updating lab-specific guides, and distributing them to new members./li/ulh3AI Integration and Utilization:/h3ulliLearn and implement AI tools such as ChatGPT, CoPilot, and other relevant technologies to enhance efficiency in administrative tasks./liliUse AI to assist with drafting documents, managing schedules, creating reports, and streamlining communication./li/ulh3General Office Management:/h3ulliMaintain records, databases, and document files electronically and in hard copy, ensuring accuracy and confidentiality./liliManage purchasing cards, reconcile expenses, process reimbursements, and administer petty cash as needed./liliInterface with campus personnel, external associates, and Division staff, acting as a liaison to the research group(s)./li/ulh3Other Duties as Assigned:/h3ulliProvide administrative backup to other administrative staff and assist with Division-wide initiatives as needed./liliServe as the Floor Warden or Building Coordinator for emergency planning purposes./li/ulh3Basic Qualifications:/h3ulliBachelors degree or equivalent experience./lili3+ years of administrative support experience, preferably in an academic setting, or equivalent experience./liliProficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and calendaring/email systems./liliExperience with workflow automation, including the use of APIs, Microsoft 365 automation, or similar tools to streamline processes and integrate systems./liliExperience with data querying, transformation, and extraction from structured data sources (e.g., SQL)./liliExperience developing web-based applications (e.g., research lab websites)./liliExperience using or a deep interest in learning AI tools such as ChatGPT, CoPilot, or similar technologies; understanding of when the use of these tools is or isnt appropriate, and whether particular AI output is appropriate./liliHighly organized, able to manage competing priorities and meet deadlines with accuracy and attention to detail./liliExcellent interpersonal and communication skills, with the ability to interface professionally with faculty, staff, students, and visitors./liliStrong word processing and proofreading skills./liliAbility to work independently, demonstrate good judgment, and maintain confidentiality./li/ulh3Preferred Qualifications:/h3ulliKnowledge of Caltech policies, procedures, and systems./liliExperience working on both PC and Mac operating systems./liliPrevious experience supporting senior faculty and/or managing NIH grant proposals./liliExperience with or desire to learn to write precise and complex prompts for AI; integrating AI tools into complex workflows; using logic and critical thinking to evaluate and optimize AI output./li/ulh3Required Documents:/h3ulliResume/liliCover Letter stating why you believe your prior experiences make you a strong match for this role. Please additionally provide (1) your 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/LLM tools and why. Limit your answer to no more than one page./li/ul/div