Administrative Assistant

Caltech; Pasadena (CA); Hybrid; USD 33,000 - 47,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

Retirement savings plans

Paid time off

Tuition reimbursement

Job summary

Caltech’s Deep Synoptic Array project seeks a proactive Administrative Assistant to support researchers, project staff and faculty. You’ll help create structure in a growing project environment and manage day-to-day tasks with reliability and excellent attention to detail.

Reporting to the DSA Project Manager and coordinate with the project coordinator, you’ll handle tasks flexibly, learn new systems, and ensure smooth operations in a dynamic, in-person role with a remote day option after six

Qualifications

• AA degree or equivalent is required.
• Three or more years of experience in an administrative, office coordination, operations, event planning, project support, or similar role.

Responsibilities

• Provide administrative support to DSA project staff, faculty, and research groups.
• Coordinate domestic and international travel arrangements, prepare itineraries, and process travel reimbursements.
• Schedule meetings and maintain calendars for project leadership and faculty.
• Assist with visitor and guest appointments, including onboarding.
• Facilitate logistics for meetings, workshops, special events, and team gatherings.
• Process purchases using Institute purchasing systems and P-Cards while ensuring compliance with applicable policies and procedures.
• Track expenses, maintain documentation, reconcile transactions, and assist with financial record-keeping.
• Assist with maintaining websites, publication lists, and other project resources.
• Collaborate closely with project staff and administrative colleagues.

Skills

Microsoft Office

Communication

Education

AA degree or equivalent

Bachelor’s degree or equivalent

Tools

Concur

Workday

TechMart

Job description

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.

The Deep Synoptic Array (DSA) is a next-generation radio telescope being developed for deployment in a radio-quiet valley in Nevada. Comprising 1,650 dishes, the DSA is designed to survey the sky at unprecedented speed and sensitivity. During its five-year initial survey, the DSA is expected to detect more than one billion astronomical sources, produce images and transient alerts in real time, and rapidly deliver science-ready data products to the astronomical community. The DSA brings together scientists, engineers, technical experts, and project professionals across a large, multidisciplinary collaboration. As the project advances toward construction and operations, the DSA offers an opportunity to contribute to the development and delivery of a major new facility at the forefront of radio astronomy.

Job Summary

The Deep Synoptic Array project is seeking a proactive, organized, and resourceful Administrative Assistant to support a dynamic team of researchers, project staff, and faculty working on one of the world's most ambitious radio astronomy initiatives.

This position is ideal for someone who enjoys variety in their work, thrives in a fast-paced environment, and takes pride in solving problems and helping others succeed. The successful candidate will be a key member of the DSA administrative team, providing day-to-day support while helping create structure and organization in a growing and dynamic project environment.

Reporting to the DSA Project Manager and working under the supervision of the DSA project coordinator, the role requires flexibility, sound judgment, strong customer service skills, and the ability to manage multiple priorities simultaneously. No two days will look exactly alike. The successful candidate will be comfortable learning new systems, adapting to changing needs, and identifying solutions while maintaining excellent attention to detail.

This is a regular full-time (40-hour per week) position with benefits. The schedule is expected to be in-person eight hours per day, Monday through Friday, and based on Caltech's Pasadena campus, with a one-day-a-week remote work option following an initial employment period of six months.

• Provide administrative support to DSA project staff, faculty, and research groups.
• Coordinate domestic and international travel arrangements, prepare itineraries, and process travel reimbursements.
• Schedule meetings and maintain calendars for project leadership and faculty.
• Assist with visitor and guest appointments, including onboarding.
• Facilitate logistics for meetings, workshops, special events, and team gatherings.
• Process purchases using Institute purchasing systems and P-Cards while ensuring compliance with applicable policies and procedures.
• Track expenses, maintain documentation, reconcile transactions, and assist with financial record-keeping.
• Assist with maintaining websites, publication lists, and other project resources.
• Collaborate closely with project staff and administrative colleagues.
• Perform other duties as assigned.

Basic Qualifications

The successful candidate will bring a combination of technical experience, problem-solving skills, and the ability to work effectively in a collaborative environment. The qualifications below describe the experience and background we are seeking.

• AA degree or equivalent is required.
• Three or more years of experience in an administrative, office coordination, operations, event planning, project support, or similar role.
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Demonstrated ability to manage multiple priorities and meet deadlines.
• Proficiency with Microsoft Office applications or similar software.
• Ability to learn new systems and processes quickly.
• Ability to maintain confidentiality and exercise good judgment.
• Reliable, professional, and customer-service oriented.

Preferred Qualifications

• Bachelor’s degree or equivalent.
• Experience in higher education, research, nonprofit, startup, production, or other fast-paced collaborative environments.
• Experience with purchasing, expense reconciliation, scheduling and process tracking.
• Experience with university administrative systems, Concur, TechMart, Workday, or similar platforms.

Required Documents

• Resume

Candidates who meet the basic qualifications and bring relevant preferred experience are encouraged to apply.

Hiring Range

$24.50 - $34.25 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

Caltech is an equal opportunity employer and, as a federal contractor, takes affirmative action to employ qualified individuals with disabilities and protected veterans. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, protected veteran status, or any other characteristic protected by law.

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 [e-mail] .

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 [e-mail] .