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.

This position is primarily responsible for providing organizational and administrative services for FASA. The person will be based in the FASA office. In addition, this position will assume office administration/front desk functions for FASA.

This person is expected to do problem solving, initiate solutions, make recommendations to the director and other relevant staff members for service improvement and learn FASA programs.

This is a temporary assignment with an anticipated end date of December 31, 2025.

• Coordinate administrative support for FASA and act as assistant to the director of FASA and Senior Admin.
• Screen and assist student with requests. Manage student reservations for workshops and programs. Refer students appropriately to staff, library resources and to other offices on campus.
• Refer students to resources in the FASA library.
• Compile updated information to maintain the FASA library resources including books, literature, brochures, magazines and Web links.
• Generate management reports, which may be statistical and analytical in nature.
• Assist with special projects, maintain paper file system, update general flyers and posters. Keep student files and charts up to date and organized. Tracks paperwork submitted, reviews for completeness and submit for approval. Updates dates and time on Fellowship Guide, flyers and posters.
• Participate in the organization and production of events/programs/workshops, including order food, and coordinate logistics, setup, space requirements, handouts, and equipment for meetings and programs as well as day of support.
• Apply general knowledge of programs and/or events to organize and coordinate programs, and workshops under the direction of the director and advising staff.
• Maintain/update master calendar of events and director's calendar.
• Responsible for managing schedules for FASA, confirming student sign-ups via Google Forms; corresponding with organizations and students through email, phone and in-person; negotiating schedule changes between staff and students, and assembling fellowship and study abroad folders.
• Answers routine inquiries and responds to minor problems or complaints.
• Run front desk support of office which includes greeting students and other visitors to the office, review and distribute mail; oversee general upkeep of office; manage office supplies inventory.
• Will coordinate updates and write copy for the FASA webpage.
• Create charts in Excel/Word, use meeting scheduling programs such as Doodle and Google Forms.
• Improve processes and implement new procedures and updates existing procedures as required. Assists with policy implementation in collaboration with director and relevant staff.
• Act as assistant to FASA staff.
• Other duties as assigned.

• Bachelor's degree or a minimum of 3 years of progressively responsible administrative support experience in a higher education, education, or business environment is required.
• Experience using Apple computers or ability to quickly learn such hardware.
• Proficient with Word, Excel, Google Forms, email, internet-based programs and PowerPoint. Good keyboarding skills.
• Very high level of organizational ability and follow through.
• Ability to meet and anticipate deadlines.
• Excellent communication (verbal/written), interpersonal and organizational skills. Must be able to speak and write clearly and with knowledge of English grammar.
• Ability to effectively interact with undergraduate and graduate students.
• Work well in a team environment while independently working on projects; work well under pressure with multiple interruptions. Excellent at prioritizing multiple tasks.
• Professional demeanor and takes direction well.

• Experience with CMS applications, e.g. Wagtail or other.
• Experience working with diverse student populations at higher education level preferred.

• Resume.