Assistant to the Vice Provosts and Postdoctoral Scholars Office Administrator

California Institute of Technology - Pasadena, CA

Full-time - Mid Level

Pasadena, CA

1,001-5,000 employees

Educational Services

About the position

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. Primary Job Duties as Assistant to the Vice Provosts include ensuring the smooth operation of the Office of the Vice Provosts with substantial independence, acting as a liaison between the Office of the Vice Provosts and other administrative and divisional offices of the Institute, managing the calendars for the Vice Provosts, arranging and reconciling travel expenses, and processing reimbursements from Caltech and non-Caltech sponsors. The role also involves organizing and coordinating special meetings, providing administrative support for Institute committees, reviewing and circulating sponsored research grant proposals, assisting with annual activities around accreditation, and managing purchasing activity for the Vice Provosts. As a Program Manager, the candidate will actively manage internal program funding overseen by the Vice Provosts, including issuing calls for internal proposals, coordinating proposal reviews, and preparing internal reports on fund usage. The role also includes managing external grants and developing proposals for submission to external donors. In the capacity of Postdoctoral Scholars Office Administrator, the candidate will manage the Postdoctoral Scholars Office, serve as the primary liaison for the Caltech Postdoctoral Scholars Association, and organize events that support the CPA. The role requires regular communication with the Vice Provost for Research and faculty representatives to address issues facing postdoctoral scholars, as well as maintaining the Postdoctoral Scholar Handbook and website.

Responsibilities

• Ensure the smooth operation of the Office of the Vice Provosts with substantial independence.
• 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.
• Organize and coordinate special meetings, including conferences, workshops, faculty orientations, and special visits.
• Provide administrative support for Institute committees chaired by the Vice Provosts, including scheduling meetings and producing reports.
• Review and circulate sponsored research grant proposals requiring Vice Provost approval.
• Assist with annual activities and reports for Institute accreditation.
• Build record-keeping systems for offices reporting to the Vice Provosts.
• Compose correspondence on behalf of the Vice Provosts and proofread materials requiring their signature.
• Review recommendation forms and letters for faculty and postdoctoral scholar appointments and promotions.
• Develop and maintain websites sponsored by the Office of the Vice Provosts.
• Manage purchasing activity for the Vice Provosts and ensure budget compliance.
• Execute special projects as directed by the Vice Provosts.
• Manage internal program funding overseen by the Vice Provosts, including issuing calls for proposals and preparing reports.
• Manage external grants overseen by the Vice Provosts, including developing proposals and coordinating submissions.
• Serve as the primary liaison for the Caltech Postdoctoral Scholars Association and organize events supporting the CPA.
• Communicate with the Vice Provost for Research and faculty representatives to address issues facing postdoctoral scholars.
• Organize and coordinate postdoctoral scholar orientations and meetings, including hybrid participants.
• Review and approve financial transactions submitted by the CPA and maintain the Postdoctoral Scholar Handbook.

Requirements

• Bachelor's degree and at least 5 years of relevant administrative experience.
• Excellent organization and time management skills.
• Ability to work independently and solve problems while applying Institute policies and procedures.
• Finance or budgeting experience.
• Excellent customer service skills with strong verbal and written communication.
• Meticulous attention to detail and ability to interact professionally with all levels of faculty and staff.
• Excellent judgment and discretion; ability to maintain confidentiality.
• Cooperative and self-motivated; proactive in handling duties.
• Experience using Microsoft Office/Office 365 and Adobe.

Nice-to-haves

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

Benefits

• Health Insurance
• Vacation & Paid Time Off
• Sick Days
• Generous employer contribution to retirement plans