Office 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.

We are seeking a talented, enthusiastic, detail-oriented Office Assistant to join the Caltech Center for Teaching, Learning, & Outreach (CTLO). The CTLO supports Caltech's multifaceted educational efforts, including undergraduate and graduate courses and curricula, formal and informal learning, and partnerships with PreK-12 teachers and students. The successful candidate will be proactive, demonstrating good judgment and problem-solving skills while providing administrative and office support for staff members. This is a full-time, regular position reporting to the CTLO Office Administrator.

This position will require multitasking, providing accurate and timely results with attention to detail, and prioritizing and managing competing deadlines. The Office Assistant will:

• Provide daily overall administrative and operational support.
• Provide calendar/scheduling support, including online responses via Qualtrics.
• Create, duplicate, and distribute communication materials or assist staff with these functions.
• Process and reconcile corporate card (PCard) reports, including reimbursement, per diem reports, etc.
• Process deposits, invoices, and payments.
• Manage website and social media content and posting on multiple platforms.
• Create graphics for marketing flyers, website, and social media postings.
• Place orders for office and program supplies.
• Carry out data entry tasks.
• Assist with general office support, including ordering, organizing, and maintaining supplies, handling incoming calls and emails, and greeting and directing visitors to appointments.
• Assist with events, including set up and break down, catering, and speaker support.
• Assist with coordinating staff meetings and larger special events, including logistics, lodging, travel, catering, and facilities.
• Assist with purchasing and reimbursements using TechMart and P-Card administrative systems in accordance with Institute policies. Maintain accurate and complete files of purchasing documentation. Resolve billing-related matters and regularly reconcile purchasing requisitions, P-card orders, and other costs.
• Assist with processing travel and guest speaker details, including arrangements, preparation and processing of expense reports, and associated documentation for conferences, travel, and events.
• Assist with transferring and archiving of media (photos, videos).
• Assist with support for online, remote, and virtual meetings and events.
• Other duties as assigned.

• AA or equivalent years of experience.
• 2 years of office experience.
• Excellent verbal and written communication skills.
• Excellent customer service skills.
• Meticulous attention to detail.
• Proficiency with office equipment (photocopier, scanner), personal computers, and MS Office Suite (Word, Excel, PowerPoint, and Outlook).
• Ability to grasp new concepts, learn new procedures, and use new applications and technologies.
• Ability to work under deadlines and prioritize work effectively.

• Proficient with Caltech's P-Card, purchasing, and travel report systems.
• Experience with simple photo and video editing.
• Experience with some or all of the following online applications: Canva, Zoom, Mailchimp, Qualtrics, Microsoft Teams, Microsoft SharePoint, Box.
• Experience in a higher education environment.
• Experience with both PCs and Macs.

• Resume
• Cover Letter