Job description
Department Assistant
Caltech
Job Category: Fulltime Regular
Caltech
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
The Office of Sponsored Research (OSR) Departmental Assistant is an entry level administrative position. General office duties are in support of Caltech's research administration activities, specifically submission of research proposals and negotiation of resulting awards.
Essential Job Duties
- Enter transactional data in the OSR Grant Proposal database.
- Scan documents and upload into shared document repositories.
- Process and distribute electronic mail for OSR staff.
- Process and distribute physical mail.
- Set-up new file folders.
- Update existing files folders, as appropriate.
- Maintain file room.
- Assist in the semi-annual file room purge of old files and send files to the archives.
- Maintain files and documents.
- Responsible for monitoring office supplies and notifying appropriate person when new supplies are needed.
- Standard work-day is M-F 8:00am to 5:00pm PT; working on-site is mandatory due to maintenance of physical files and access to high-speed scanners. Some work may be accomplished remotely, after fully trained.
Basic Qualifications
- General office experience.
- A strong attention to detail with the ability to identify inconsistencies.
- Ability to work independently as well as work effectively in a group.
- Strong organizational and interpersonal skills to work effectively with OSR and other campus unit personnel.
- Demonstrated skill in the use of computers using Windows-based software (Excel, Word, Access, etc.) general working knowledge of spreadsheet software and database entry; and be able to handle large amounts of data entry work assignments.
Preferred Qualifications
- One to two years of experience within an educational institution.
- Experience within a sponsored projects or grant related setting.
- Working knowledge of MS Office and Excel.
- Ability to maintain composure and productivity despite interruptions.
- Communication skills to compose general correspondence, professionalism, and dependability.
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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