Senior Administrator

Senior Level Administrator

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

Professor Magdalena Zernicka-Goetz is a pioneering developmental biologist and stem cell scientist. Her lab employs a multidisciplinary approach to investigate fundamental questions in cell fate specification, symmetry breaking, and self-organization in mouse and human embryos. The lab was the first to build stem cell-based models from embryonic and extra-embryonic stem cells, making groundbreaking contributions to the field. With a strong focus on scientific innovation, the lab consistently publishes high-impact research in journals such as Nature, Science, and Cell.

The Zernicka-Goetz lab is currently seeking a part-time Senior Level Administrator. This pivotal team member will work directly with Professor Zernicka-Goetz on a range of tasks, blending science and administrative responsibilities.

What We Offer :

This position provides a unique opportunity to work with people at the forefront of developmental biology research while helping shape the lab's outreach efforts. The successful candidate will be immersed in a vibrant, innovative environment and will have the chance to collaborate with a leading team of scientists and researchers.

Essential Job Duties

Under minimal supervision, applies specialized knowledge and expertise in various areas of office support; relies on experience and judgement to plan and accomplish assigned goals; nature of work reflects considerable variety and complexity.

Review e-mails for content and takes initiative to respond appropriately; initiates and composes correspondence frequently requiring knowledge of subject matter.

Processes and maintains highly sensitive and confidential information appropriately; handle high-level administrative tasks such as maintains calendars, schedules meetings, appointments, and invitation requests; reconcile travel and P-Card expenses for Primary Investigators and coordinating lab activities.

Coordinates complex travel arrangements for Primary Investigator and manages all logistics associated with domestic or international travel; ensures compliance with all funding agency travel requirements.

Assist in the creation and management of outreach materials, including drafting publications, outreach content, and presentations related to the lab's work.

Assists in preparation of award proposals including budget data.

Manage the lab's website and other digital platforms to effectively share the lab's work with broader audiences.

Act as the lab's liaison for both internal and external communications, ensuring smooth and efficient exchanges with collaborators, funding bodies, and the broader scientific community.

Coordinate and scheduling visits / travels, interviews and hiring processes for postdoctoral scholars, updating lab-specific guides and distributing them to new members.

Maintain records, databases, and document files electronically and in hard copy, ensuring accuracy and confidentiality.

Other administrative duties as needed.

Basic Qualifications

Bachelor's Degree or equivalent with at least 2 years of related experience.

Strong expository writing skills and a high command of grammar and spelling are required.

Excellent customer service skills including strong verbal and written communication skills with meticulous attention to detail. Must possess the ability to interact professionally with all levels of faculty, postdocs, staff, and students, and with external contacts in a fast-paced environment required.

Detail-oriented, excellent organization and time management skills, as well as maintain confidentiality.

Must be able to use sound judgment to handle a variety of tasks and to shift priorities simultaneously, as well as to effectively solve problems.

Must possess a high level of initiative and the ability to work with general supervision. Must be capable of solving both routine and semi-routine problems while applying job skill and departmental policies and procedures.

Creative mindset with an interest in combining art and science to enhance public engagement with research.

Preferred Qualifications

Bachelor's degree in biology or related discipline.

Experience in laboratory and / or university administration environment.

Experience in digital content creation and management (e.g., website management, social media)

Grant application and management.

Passion for science and the ability to translate complex scientific concepts for different audiences is a plus.

Experience with illustration software.

Familiarity with Caltech processes.

Experience in event organization.

Required Documents

Resume.