Division 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.

Job Summary

The Division of Geological and Planetary Sciences is seeking a motivated individual to join the administrative team. Under general supervision, the successful candidate will provide advanced administrative and clerical support to coordinate and assist with day-to-day business operations, including website and communication duties, budget-related activities, and event and travel coordination.

Essential Job Duties

• Develop and maintain division and affiliated websites, including creating and updating calendars, contact lists and directories, news announcements, and faculty honors and awards.
• Develop print and digital publications of division information and special events.
• Create and manage web-based registration forms and documents for various purposes, including field trips, vehicle use requests, and meetings / events.
• Generate financial reports.
• Assist with biennial service center reviews and periodic rate reviews.
• Process internal charges for service centers.
• Maintain records files and databases.
• Assist with the planning and execution of division-hosted special events and programs, including announcements, registration, catering, rentals, and permitting.
• Assist with international group travel and process expense reports, including advances and payment requests for annual educational enrichment trips.
• Assist with room usage calendars.
• Back up the Division Research Technician in vehicle service center tasks and mail distribution.
• Back up the Division Office Manager in answering the main telephone line for the division; screening and routing mail / inquiries as appropriate; notifications and service requests for facilities, maintenance, and upkeep; field trip and safety documentation; and issuing keys and card access.
• Other duties as assigned.

Basic Qualifications

Preferred Qualifications

Required Documents

Hiring Range

$20.00 to $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.