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Job Summary

The Division of Chemistry and Chemical Engineering (CCE) is steeped in a tradition of excellence. With more than 40 faculty members in CCE working at the forefront of their fields to advance knowledge in the areas of chemistry, chemical engineering, and biochemistry and molecular biophysics, the faculty work in close partnership with undergraduates, graduates, and postdoctoral scholars; together they apply their most innovative ideas to our fundamental knowledge of chemical processes, thereby tackling some of chemistry's most complex problems.

Reporting to the Division Operations Officer (DOO) for CCE, the Assistant to the DOO will provide administrative support and will coordinate tasks and deadlines for a variety of division functions. Provides project management for specific division programs, including equipment inventory, safety, and space management.

Essential Job Duties

• Provides general secretarial assistance to the DOO for CCE, requiring a thorough knowledge of the department processes and Institute policies and procedures. Applies knowledge of administrative functions to plan, coordinate and assist with specific operations, such as drafting, typing, editing, and proofing correspondence, reports, position descriptions and office forms.
• Independently handles a variety of division issues involving both administrative and operational functions. Interacts with division faculty and managers professionally, to ensure that issues are addressed in a timely and efficient manner. 
• Maintains a high level of confidentiality as required. Maintains confidential records, both written and electronic. Participates in confidential communications with faculty management and Institute administration.
• Assists the student clubs with their purchase reconciliations and reimbursements.
• Manages building card swipe access, key requests, email lists, and mailbox maintenance throughout the division.
• Manages room reservations for division spaces.
• Serves as a backup PAM for all Kronos timecard entries when the Division Administrative Coordinator is out of the office.
• Assists the Division Communications Specialist in updating division website content to verify that links are working and content is up to date. Assists in review and maintenance of the Staff Handbook section of the division website. Works with division information services staff to verify routine content updates are complete.
• Coordinates maintenance of data in the Building Space Management System (or similar space management system) and provides administrative support for the bi-annual space survey.
• Coordinates equipment inventory program for CCE. Maintains data for the Equipment Inventory system, and provides administrative support for the annual equipment inventory.
• Coordinates events such as lunches, meetings, or lectures as needed. Organizes event logistics, schedules meetings with faculty, makes travel arrangements for speakers and coordinates reimbursements. Reviews event budgets and reconciles expenses for each event.
• Coordinates division-wide gatherings and meetings as needed.
• Coordinates quarterly updates to the Division Emergency Action Plan. Schedules routine safety meetings. Coordinates annual review of continuity plans housed in the Caltech Ready System.
• Processes expense reports, advances, reimbursements and payment requests; assists with logistics associated with domestic or international travel; ensures compliance with funding agency travel requirements and export regulations.
• Screens and routes/delivers regular mail, email, and telephone calls, as appropriate.
• Manages purchasing cards with responsibility for recordkeeping and timely reconciliation.
• Completes routine ordering of supplies for division breakrooms utilizing online procurement system to place orders.  
• Prepares and edits PowerPoint presentations including graphics. Develops presentation materials from original content.
• Additional duties as assigned.

Basic Qualifications

• Bachelor's degree.
• 3+ years of experience as an administrative assistant or working in an academic or research setting.
• Demonstrated experience working on a PC.
• Demonstrated experience using various computer software programs including Microsoft Office Suite, Adobe Acrobat, and web browsers.
• Excellent communication skills and good command of English grammar.
• Strong word processing and proofreading skills.
• Highly organized with the ability to work independently, manage priorities, and accomplish assigned tasks accurately and in a timely manner.
• Conscientious, detail-oriented, and proactive. Demonstrates good judgment and initiative.
• Proactively works with minimal direction to accomplish goals.
• Excellent interpersonal relations skills and effective oral and written communication skills necessary to interface with faculty, students and visitors in a professional manner.
• Customer service oriented; ability to effectively resolve problems by applying policies and procedures.
• Ability to maintain confidentiality.

Preferred Qualifications

• Familiarity with Caltech policies, procedures, and systems.
• Experience with website content maintenance.

Required Documents

• Resume