Administrative Assistant

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Job Summary

We are seeking a talented and detail-oriented Administrative Assistant to join the DSA-2000 administrative team. The successful candidate will possess initiative, good judgment, and strong problem-solving skills, and quickly gain knowledge of department, division, and campus-wide operations. In a moderately complex environment, the Administrative Assistant is responsible for a variety of administrative and clerical activities to support faculty members and staff working on the DSA-2000 project.

This is a part-time, regular position (20 hrs week) reporting to the DSA-2000 Project manager and working closely with the DSA-2000 project coordinator.

This is an on-site position on our Pasadena campus.

Essential Job Duties

• Provide daily administrative support to DSA-2000 project Professors and their research groups plus DSA-2000 project staff.
• Assist with occasional purchasing of research equipment and lab supplies using P-card and TechMart administrative systems in accordance with Institute and government policies. Maintain accurate and complete files of purchasing documentation. Resolve billing-related matters and regularly reconcile purchasing requisitions, P-card orders, and other costs.
• Coordinate in-person group meetings and special events including logistics, lodging, travel, catering, and facilities.
• Schedule meetings and maintain faculty calendars.
• Maintain professors' curriculum vitae, publication listings, and websites.
• Gather information and prepare administrative forms for visitors and postdoctoral scholars.
• Provide administrative support as needed to faculty-hosted visitors and scholars.
• Coordinate domestic and foreign travel arrangements; provide itineraries; process travel expense reports. Ensure compliance with Caltech policies, funding agency and export regulations.
• Assist with team department administrative tasks such as special event planning, mail sorting, ordering, and maintaining catering supplies, and overflow administrative support.
• Other duties as assigned.

Basic Qualifications

Preferred Qualifications

Required Documents

Application Review : Our application review begins on November 14, 2025 . Applications received by this date are included in the initial review process. Applications submitted after November 14 will continue to be accepted and reviewed in subsequent stages. All applications will receive full and fair consideration.

Hiring Range

$27.50 - $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.