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Job Summary

The Division of Geological and Planetary Sciences is seeking an Administrative Assistant who will support the Geochem/Geobio/Geo Grants and Building Manager. The successful candidate will assist the manager with administrative, financial, and research administration duties for faculty, postdoctoral scholars, students, and research staff.

Essential Job Duties

• Assist with submission of proposals: review sponsors’ guidelines, draft budget and budget justification, complete non-scientific forms; upload documents to online submission systems; make and distribute copies, create files; keep track of declined and awarded proposals.
• Assist with financial monitoring of research awards: process account set-up requests, prepare and monitor monthly funds management and personnel reports, projections, and periodic transaction reviews with emphasis on allowability of expenditures and prevention of overspending; assist with award close-outs.
• Assist with administrative oversight of research awards: track timely submission of technical reports; clearance of commitments (purchase orders and invoices); monitor subcontract invoicing and balances, and fabrication and cost sharing accounts.
• Purchase supplies and equipment: conduct vendor searches and obtain quotes; process sub-award and consulting requisitions; monitor receipt of deliveries; assist with invoice approvals, and petty cash submission requests; process reimbursements and payment requests; reconcile monthly P-Card reports.
• Coordinate domestic and international travel arrangements with emphasis on class restrictions and need for prior approvals; process cash advances and payment requests, deposit reimbursements, reconcile monthly expense and travel reports (with receipt detail).
• Assist with submission of technical and facilities use forms, handle invoicing and revenue deposits (checks/wire transfers) of external users; process web internal charges for internal users; request account information from faculty for other internal charges.
• Handle both routine and complex mailing, shipping, and receiving duties which may require assistance from the Office of Export Control.
• Assist with the intake process for guests, external affiliates, volunteers, visitors, visiting student researchers, and undergrad student programs.
• Assist with building maintenance: submission and follow-up of facilities work order requisitions.
• Support faculty with administrative and clerical duties: maintain travel calendar; organize workshops and conferences.
• Provide back-up support to department colleagues; prioritize tasks and projects; tracks progress, resolves issues, and meets deadlines; process and maintain sensitive and confidential information.
• Apply knowledge of Institute policies, Division practices, sponsor terms and conditions, and government rules and regulations, to all assigned duties as applicable.
• Take initiative to provide timely updates to Grants Manager on outstanding work; able to proactively search for new information or established guidelines relevant to tasks and projects that may provide direction or solutions; maintain good communication of pending issues with faculty, postdocs, students, and staff.
• Other duties as requested or assigned.

Basic Qualifications

• Associate’s degree in business or accounting or equivalent experience with at least five (5) years of relevant administrative experience, and intermediate business math and accounting skills.
• Proficient with Microsoft Office software applications (Excel and Word); computer and office equipment savvy.
• Excellent interpersonal written and communication skills.
• Excellent organizational and time management skills to track and meet deadlines.
• Able to apply a high degree of accuracy and attention to detail to all assignments; follow direct verbal and written instructions; exercise good judgement and maintain confidentiality; work independently and as a team member.
• Take ownership and able to prioritize assigned tasks and projects; cooperative and self-motivated.
• Able to work in a professional manner with a variety of people in a fast-paced environment, with shifting priorities.

Preferred Qualifications

• Bachelor's degree in business or accounting.
• Knowledgeable in accounting as it pertains to budgets, projections, and spreadsheets.
• Experience with Adobe Acrobat and Dropbox.
• Experience with Caltech systems and software applications.

Required Documents

• Resume
• Cover Letter