Office Assistant

California Institute of Technology

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 IPAC has an opening for an Office Assistant to support work enabling scientific data processing for several NASA and NSF funded space missions and ground-based telescopes.

We are part of the Physics, Math, and Astronomy Division at Caltech ( www. caltech. edu ) and provide science operations, user support, data and archive services, and scientific vision to maximize discovery with observatories both in space and on the ground. Job Duties Your role as an Office Assistant at IPAC will be to: Provide professional and personalized administrative support to IPAC staff.

Organize logistics for events. Maintain calendars, schedule meetings/conference rooms, assist other administrative assistants with conference organization/event planning both on-site and off Campus. Oversee all administrative tasks related to IPAC occupied spaces such as updating office name plates, maintaining mailbox labels, ordering stationery, maintaining the key register, setting up phones and upkeep of copier rooms. Perform purchasing and reconciliation.

Process expense reports, advances, reimbursements, and payment requests. Manage P-Cards with responsibility for recordkeeping and timely reconciliation; shepherd and resolve billing issues, purchases, and/or discrepancies. Support major IPAC tasks, including coordinating and preparing documentation as requested by your supervisor or those you support. Provide coverage for other IPAC administrative assistants as needed.

Basic Qualifications Naturally you will be capable of demonstrating your prior record of achievement in the following: Associate’s Degree or equivalent. 1 or more year of administrative experience. Conscientious, detailed-oriented, organized, and proactive. Able to follow procedures and complete work with a high degree of accuracy.

Experience coordinating and executing events. Demonstrate good judgement and initiative, and be able to maintain confidentiality. Technologically savvy with general office equipment, and proficient computer skills including Word, Excel, Adobe Acrobat, Concur and Box. Preferred Qualifications Beyond these basic qualifications, there are a set of skills which will add to your ability to be successful in the role.

Even if these don’t yet describe you, we’d still like to hear from you: Caltech or research environment experience. Required Documents Resume While there is the possibility for some remote work, this position is an on-site role in Pasadena, California. People choose to work at IPAC for many reasons, and the casual, employee-centric culture often leads to fulfilling, long-term careers and positive relationships. Caltech’s benefits program offers a quality, competitive benefits package that is affordable for you and the Institute.

We also offer a 403(b) defined contribution plan to eligible staff as well as a Voluntary Retirement Savings (TDA) Plan. IPAC staff have access to the Institute’s facilities.


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