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Job Summary
The Division of Geological and Planetary Sciences is seeking a motivated individual to join the administrative team. Under general supervision, the successful candidate will provide advanced administrative and clerical support to coordinate and assist with day-to-day business operations, including website and communication duties, budget-related activities, and event and travel coordination.
Essential Job Duties
- Develop and maintain division and affiliated websites, including creating and updating calendars, contact lists and directories, news announcements, and faculty honors and awards.
- Develop print and digital publications of division information and special events.
- Create and manage web-based registration forms and documents for various purposes, including field trips, vehicle use requests, and meetings/events.
- Generate financial reports.
- Assist with biennial service center reviews and periodic rate reviews.
- Process internal charges for service centers.
- Maintain records files and databases.
- Assist with the planning and execution of division-hosted special events and programs, including announcements, registration, catering, rentals, and permitting.
- Assist with international group travel and process expense reports, including advances and payment requests for annual educational enrichment trips.
- Assist with room usage calendars.
- Back up the Division Research Technician in vehicle service center tasks and mail distribution.
- Back up the Division Office Manager in answering the main telephone line for the division; screening and routing mail/inquiries as appropriate; notifications and service requests for facilities, maintenance, and upkeep; field trip and safety documentation; and issuing keys and card access.
- Other duties as assigned.
Basic Qualifications
- Bachelor's degree.
- Excellent customer service skills and the ability to interface with people at all levels inside and outside the division.
- Ability to work well under pressure, prioritize multiple tasks, demonstrate meticulous attention to detail, and suggest solutions.
- Excellent organization and time-management skills.
- Strong verbal and written communication skills.
- Ability to demonstrate initiative, a positive attitude, and a commitment to continual improvement.
- Ability to follow instructions and apply advanced knowledge of standard procedures and policies to assignments.
- Experience with database entry.
- Understanding of social media, including Facebook, X (Twitter), Pinterest, YouTube, LinkedIn, and Instagram.
- Proficient computer skills, including Microsoft Office (Word, Excel, Outlook, Access, PowerPoint) and Google Forms.
- Working knowledge of Adobe Creative Suite (Photoshop, Illustrator, InDesign, Publisher).
- Comprehensive knowledge of Adobe Dreamweaver (Wagtail, PHO, HTML).
- Experience with event planning.
- Ability to maintain sensitive and confidential information.
Preferred Qualifications
- Experience in higher education, working with faculty, students, and staff.
- Experience in accounting.
- Advanced knowledge of Excel.
- Experience in making travel arrangements and processing travel expense reports.
- Familiarity with databases, basic website design, and graphic design.
- Experience with Caltech administrative applications systems.
Required Documents
Hiring Range
$20.00 to $33.00 per hour
The salary of the finalist(s) selected for this role will be set based on a variety of factors, including but not limited to, internal equity, experience, education, specialty and training.
As one of the largest employers in Pasadena, CA, Caltech is committed to providing comprehensive benefits to eligible employees and their eligible dependents. Our benefits package includes competitive compensation, health, dental, and vision insurance, retirement savings plans, generous paid time off (vacation, holidays, sick time, parental leave, bereavement, etc.), tuition reimbursement, and more. Non-benefit eligible employees will have access to some benefits such as onsite counseling and sick time. Learn more about our benefits and staff perks.
EEO Statement
We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity, or national origin, disability status, protected veteran status, or any other characteristic protected by law.
Caltech is a VEVRAA Federal Contractor. To read more Equal Employment Opportunity (EEO) go to eeoc_self_print_poster.pdf. Disability Accommodations
Caltech complies with the Fair Employment and Housing Act (FEHA) and the Americans with Disabilities Act (ADA). We consider reasonable accommodation measures that may be necessary for eligible applicants and employees to perform the essential functions of a position. If you would like to request an accommodation to complete this application, interview, or otherwise participate in the employee selection process, please contact Caltech Recruiting at employment@caltech.edu. Additionally, if you do not meet the basic qualifications of a role but believe you can perform the essential functions of the job with reasonable accommodation, please reach out to Caltech Recruiting at employment@caltech.edu.
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California Institute of Technology
vision insurance, parental leave, paid time off, sick time, tuition reimbursement
Sep 25, 2025