Job Abstract

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 Assistant to the Vice Provosts and Postdoctoral Scholars Office Administrator will be responsible for organizing the administrative and programming activities for the Office of the Vice Provosts and serves as a resource for postdoctoral scholars. This position reports to the Vice Provost for Education and the Vice Provost for Research and works closely with staff in the Office of the Provost. The successful candidate will provide general support for the groups and departments that report to the Vice Provosts, including the Caltech Libraries; the Center for Teaching, Learning, and Outreach; the Office of Research Policy; the Staff and Faculty Consultation Center; and Student-Faculty Programs. This position works in close coordination with other administrative and academic offices across the Institute.

Essential Job Duties

Primary Job Duties as Assistant to the Vice Provosts:

• With substantial independence, ensure the smooth operation of the Office of the Vice Provosts.
• Act as a liaison between the Office of the Vice Provosts and other administrative and divisional offices of the Institute.
• Manage the calendars for the Vice Provosts. Arrange and reconcile travel expenses and process reimbursements from Caltech and non-Caltech sponsors.
• Organize and coordinate special meetings, including conferences, workshops (on and off campus), faculty orientations, and special visits.
• Provide administrative support for Institute committees chaired by the Vice Provosts. Schedule committee meetings, gather and distribute documentation, take meeting minutes, and produce committee reports. Coordinate committee member appointments.
• Review and circulate sponsored research grant proposals that require approval by the Vice Provost.
• Assist with annual activities around and creation of reports for Institute accreditation.
• Work with offices that report to the Vice Provosts to build record-keeping systems and support their use and maintenance.
• Compose basic correspondence on behalf of the Vice Provosts. Proofread and recommend changes to materials created within the office or that require Vice Provost signature.
• Review recommendation forms and letters for faculty and postdoctoral scholar appointments, promotions, and salary changes that require Vice Provost approval.
• Develop and maintain the websites sponsored by the Office of the Vice Provosts.
• Manage purchasing activity for the Vice Provosts; prepare TechMart purchase requisitions and reconcile P-Card purchases. Ensure that spending remains within budget.
• Execute special projects as directed by the Vice Provosts.
• Provide occasional administrative support for other staff within the Provost's Office.

Primary Job Duties as Program Manager:

• Actively manage internal program funding overseen by the Vice Provosts, including but not limited to Innovation in Education funds, Caltech Innovation Initiative funds, City of Hope Biomedical funds, and the Boswell Fellowship fund. Issue calls for internal proposals, coordinate proposal reviews, issue and monitor awards, process fund expenditures, and prepare internal reports on the use of funds. Plan and execute collaboration events on and off campus.
• Actively manage external grants overseen by the Vice Provosts, including but not limited to the Schmidt Software Academy. Develop proposals and coordinate submission to external donors, develop program budgets, issue awards, post-award grant management, process fund expenditures, process personnel changes, and prepare annual donor and financial reports. Plan and execute recruitment and collaboration events on and off campus.

Primary Job Duties as Postdoctoral Scholars Office Administrator:

• Reporting to the Vice Provost for Research, manage the Postdoctoral Scholars Office.
• Serve as the primary liaison for the Caltech Postdoctoral Scholars Association (CPA). Serve as the primary point of contact for individual postdoctoral scholars who wish to engage the administration. Attend and organize events that support the CPA.
• Communicate regularly with the Vice Provost for Research and faculty postdoctoral scholar representatives in the divisions to identify and respond to issues facing individuals and groups of postdoctoral scholars on campus.
• Organize and coordinate postdoctoral scholar orientations and other meetings and events, including in-person, remote, and hybrid participants.
• Provide reports as needed on a variety of subjects related to postdoctoral scholars.
• Review and approve financial transactions submitted by the CPA. Approve members of the CPA Board to hold P-Cards.
• Revise and maintain the Postdoctoral Scholar Handbook in consultation with the Vice Provost.
• Create and maintain the website for the Postdoctoral Scholars Office.
• Maintain thorough working knowledge of policies and procedures involving postdoctoral scholars.

Basic Qualifications

• Bachelor's degree and at least 5 years of relevant administrative experience.
• Excellent organization and time management skills.
• Ability to work independently; capable of solving problems while applying Institute policies and procedures.
• Finance or budgeting experience.
• Excellent customer service skills, including strong verbal and written communication with meticulous attention to detail. Must possess the ability to interact professionally with all levels of faculty, postdoctoral scholars, staff, students, and external contacts.
• Excellent judgment and discretion; ability to maintain confidentiality.
• Cooperative and self-motivated; ability to handle duties in a proactive and timely manner.
• Experience using Microsoft Office/Office 365 and Adobe.

Preferred Qualifications

• Experience with Caltech systems and software applications.
• Basic understanding of sponsored research policies and practices.
• Experience using website design software.
• Experience with event organization.

Required Documents

• Resume
• Cover Letter