Job Category: Fulltime Temporary
This position is primarily responsible for providing organizational and administrative services for the Fellowships Advising & Study Abroad Office (FASA) & a subset of such duties for the Career Development Center (CDC)
This position will assume office administration/front desk functions for FASA and expected to do problem solving, initiate solutions, make recommendations to the director and other relevant staff members for service improvement and have a thorough knowledge of FASA programs. The administrative assistant will administer and reconcile budgets for both offices.
Coordinate administrative support for FASA and act as assistant to the director of FASA/CDC.
Screen and schedule student requests for counseling appointments. Manage student reservations for workshops and programs. Refer students appropriately to staff, library resources and to other offices on campus. Refer students to resources in the FASA library.
Compile updated information to maintain the FASA library resources including books, literature, brochures, magazines and Web links.
Improve processes and implement new procedures and updates existing procedures as required. Decide policy implementation in collaboration with director and relevant staff.
Generate management reports, which may be of statistical and analytical in nature.
Responsible for budget reports, planning special projects, and other statistics. Will work in currencies other than the US dollar, e.g., British pound for study abroad budgets.
Apply general knowledge of programs and/or events to organize and coordinate programs, and workshops under the direction of the director and advising staff.
Participate in the organization and production of events/programs/workshops.
Conducts group sessions for students related to student budget management for study abroad or fellowships.
Plan and coordinate logistics, including food, setup, space requirements, handouts, and equipment for meetings and programs.
Maintain/update master calendar of events and directors calendar.
Responsible for managing interview schedules for FASA, confirming student sign-ups; corresponding with organizations and students through email, phone and in-person; negotiating schedule changes between staff and students, and assembling fellowship and study abroad folders.
Coordinates travel arrangements.
Answers routine inquiries without consultation and responds to minor problems or complaints.
Run front desk support of office which includes: greeting students and other visitors to the office, review and distribute mail; manage multiple 2 phone lines; oversee general upkeep of office; manage office supplies purchases and supply closet.
Handle billing, receipt reconciliation, and payments using Caltech budgeting programs. Works currencies such as US dollar, UK pound, Euro, and Danish Kroner.
Will coordinate updates and write copy for the FASA and CDC webpage. Experience with a webpage editor highly desired, but would train.
Create charts in Excel/Word, update office webpage using editor, and use meeting scheduling programs such as Doodle and Surveymonkey.
Act as assistant to director and fellowship/study abroad advisor
Other duties as assigned
The department assistant will provide administrative help Career Development Center staff and support day-to-day operations as well as special events and recruiting activities.
Provide clerical support to CDC staff including data entry, making copies, sorting materials, answering phones and other general office duties.
Prepare materials for on campus events.
Assist with Career Fair tasks including set-up, check-in and break-down.
Assist Recruiting Coordinator with information sessions including putting up signs, overseeing check-in tables, and room set-up.
Other duties as assigned.
College degree with a minimum of 3 years progressively responsible administrative support experience in a higher education, education, or business environment is required.
Ability to understand, learn and use computer and internet technology such as databases, web editor programs, online budget programs, etc.
Good keyboarding skills.
Very high level of organizational ability and follow through.
Ability to meet and anticipate deadlines.
Excellent communication (verbal/written), interpersonal and organizational skills. Must be able to speak and write clearly and with knowledge of English grammar. Ability to effectively interact with undergraduate and graduate students.
Experience using Apple computers or ability to quickly learn such hardware.
Advanced skill level using Word, Excel, Access, email, and PowerPoint.
Basic skill level using Safari and Internet applications.
Work well in a team environment while independently working on projects; work well under pressure with multiple interruptions. Self-Starter. Excellent at prioritizing multiple tasks.
Professional demeanor and takes direction well.
Budget and accounting skills.
Quantitative and verbal reasoning skills.
Experience working with diverse student populations at higher education level preferred.To be considered for this position please visit our web site and apply on line at the following link: jobs.caltech.edu
Experience with web applications or editors are desired.
We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.
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