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 This Administrative Assistant serves as the first point of interaction with the Graduate Studies Office, provides administrative support for the office, and provides online admission application assistance for the graduate academic options and prospective graduate students. This is anticipated to be a six- month temporary assignment. Essential

Job Duties Provide day-to-day administrative and clerical support for the Graduate Studies Office staff: provide main office telephone support, greet visitors, answer and direct email correspondence, respond to general inquiries and questions, maintain detailed records, monitor and order supplies as needed, photocopy and scan documents, and open and distribute mail Interact with others in a warm, helpful, and thoughtful manner Support the graduate admissions process in coordination with the Assistant Dean Provide telephone and email assistance to applicants with specific inquires and regarding the submission of electronic documents Maintain sensitive and confidential admissions committee evaluations Provide administrative support for the monthly Graduate Studies Committee meetings, and annual office events such as Commencement activities, Graduate Student Orientation, and other student programming Coordinate calendaring for the Graduate Studies Office staff and make meeting arrangements as requested Process expense reports and payment requests Perform other related duties as assigned Basic Qualifications Bachelor's or equivalent years of experience At least 3 years of progressively increasing responsible administrative experience Ability to attend to details Ability to multitask Excellent organizational and analytical skills Excellent MS Office skills Available to work occasional overtime and evening hours Ability to maintain a warm and helpful attitude while working with frequent interruptions A team player with a high degree of professionalism, maintained at all times Strong communication skills (written and verbal) Ability to maintain high levels of confidentiality Ability to effectively interact with students, staff, and faculty A self-starter who works well under pressure Ability to efficiently triage workflow to ensure highest priority matters are handled promptly Ability to independently organize and coordinate projects with minimal supervision

Preferred Qualifications Previous experience in a university environment Required Documents Resume Cover Letter