Administrative Assistant

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

We seek a talented and detail-oriented assistant to join the Division of the Humanities and Social Sciences (HSS) administrative team in a new role for the division. The primary duty of other HSS administrative assistants is to provide direct support for assigned faculty members. This central division assistant will handle a broad portfolio of duties, including overflow and backup coverage for other HSS administrative staff. The successful candidate will possess initiative, good judgement, and strong problem-solving skills, and quickly gain knowledge of division and campus-wide operations.

This is a full-time position reporting to the HSS Staff and Facilities Manager. This is a fully on-site position on our Pasadena campus.

Essential Job Duties

• Provide overflow and backup coverage for HSS administrative assistants and the HSS AV and Logistics Coordinator as assigned, which duties may include, but not be limited to:




• Assisting with day-to-day business operations, such as maintaining calendars, scheduling meetings, using web related tools, etc.
• Processing expense reports and reimbursements.
• Making domestic and foreign travel arrangements and providing itineraries.
• Preparing classroom materials.
• Formatting and proofreading documents, research papers, or manuscripts.
• Purchasing equipment and supplies using P-card and TechMart administrative systems.
• Assisting users with audio visual equipment needs and questions.




• Plan and support division events such as seminars, meetings, and conferences, including organizing event logistics, lodging, travel, catering, and facilities.
• Maintain internal and online division calendars.
• Manage HSS room reservations in coordination with other HSS staff.
• Coordinate Faculty and Postdoctoral Scholar job searches.
• Administer petty cash funds.
• Other duties as assigned.

Basic Qualifications

• 3 years of relevant work experience.
• Excellent oral and written communication skills.
• Proficiency with Excel, Word, PowerPoint, and Outlook/Office 365.
• Experience coordinating travel arrangements and making itineraries.
• Excellent typing and proofreading skills.
• Ability to work under deadlines and prioritize work effectively.
• Ability to accommodate a flexible work schedule when and as needed to support events outside of regular work hours (some evenings and weekends).

Preferred Qualifications

• Bachelor's degree.
• Experience working in an academic division or department.
• Familiarity with Caltech and its systems, procedures, and policies.

Required Documents

• Resume.