Senior Administrative Coordinator

Details

Posted: 01-Mar-24

Location: Pasadena, California

Salary: Open

Categories:

Executive
Provost/Vice President

Internal Number: 5065635

Senior Administrative Coordinator
Caltech
Job Category: Parttime Regular
Exempt Overtime Eligible: Overtime Eligible
Benefits Eligible: Benefit Based
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 are seeking a talented, enthusiastic, and detail-oriented Senior Administrative Coordinator to join the Kavli Nanoscience Institute (KNI) team. The successful candidate will possess initiative, good judgement, and strong problem-solving skills, and quickly gain knowledge of administrative, recharge, and procurement operations. In a moderately complex environment, the Senior Administrative Coordinator is responsible for a variety of general administrative, program, and lab activities to support the Executive Director and technical team of the KNI, and the researchers who use the KNI Laboratory .
This is a part-time (30 hours/week), regular position reporting to the Executive Director of the Kavli Nanoscience Institute.
Essential Job Duties

• Provide daily administrative support to the KNI team and its recharge center the KNI Laboratory.
• Purchase research equipment, lab supplies, and general supplies for the KNI team and KNI Laboratory, using P-card and TechMart administrative systems in accordance with Institute and government policies. Maintain accurate and complete files of purchasing documentation. Resolve billing-related matters, reconcile purchasing requisitions, P-card orders, and other costs.
• Manage data and update records lab management software programs (Priority Software FBS, Notion, etc.).
• Identify and implement efficient administrative and procurement-related workflows.
• Provide administrative onboarding and offboarding for KNI Lab users; setup and maintain organized records of KNI Lab user accounts.
• Generate invoices for internal and external customers, and process payments.
• Generate and review cost summary and expense detail reports on center-related accounts and select departmental accounts.
• Coordinate staff and board-level meetings and special events including logistics, lodging, travel, catering and facilities; assist with other event planning details as needed.
• Assist Executive Director with preparation of administrative portions of monthly lab reports and miscellaneous documents, as well as special events flyers and communications.
• Update and maintain KNI websites using Caltech’s templated software system on a regular basis.
• Gather information and prepare administrative forms for external visitors and guests as needed.
• Maintain calendar of KNI conference room.
• On occasion, coordinate domestic and foreign travel arrangements for invited guests and team member travel; process travel expense reports. Ensure compliance with Caltech policies, funding agency and export regulations.
• Edit and proofread correspondence and office forms, non-technical sections of documents, PowerPoint presentations, etc.
• Other duties as assigned.

Basic Qualifications

• Bachelor’s degree and at least 3 years of administrative experience.
• Team-oriented and customer-service attitude.
• Excellent and diplomatic communication skills.
• Developed sense of tact, discretion, and able to maintain confidentiality when required.
• Demonstrated facility with software programs and eagerness to learn new administrative systems.
• Intermediate-level Excel skills.
• Experience using Microsoft Office/Office 365 and Adobe.
• Experience coordinating travel arrangements and making itineraries.
• Excellent typing and proofreading skills.
• Ability to work under deadlines and prioritize work effectively.

Preferred Qualifications

• Proactive work ethic requiring minimal direction to accomplish goals.
• Demonstrated initiative for taking on unfamiliar or additional tasks.
• Experience using website design software (i.e., Squarespace or similar).

Required Documents

• Resume

To be considered for this position please visit our web site and apply on line at the following link: https://hr.caltech.edu/work/job_openings
We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.
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About California Institute of Technology
The California Institute of Technology (Caltech) is a world-renowned science and engineering research and education institution, where extraordinary faculty and students seek answers to complex questions, discover new knowledge, lead innovation, and transform our future.
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