Administrative Assistant and Program Coordinator for the Merkin Institute for Translational Research

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Job Summary

The Administrative Assistant and Program Coordinator will be responsible for organizing administrative and programming activities for the Merkin Institute for Translational Research.

Essential Job Duties

Reporting to the Executive Director of the Merkin Institute for Translational Research, the successful candidate will be responsible for organizing Executive Committee activities including taking notes and initiating prompt follow-ups to ensure decided action items are completed.

This role requires flexibility as requirements and tasks evolve.

• Working with the grant manager and the Merkin Institute Executive Director, prepare and allocate budgets, set up new accounts, monitor and process expenditures.
• Assist with Merkin research grants, graduate student grants, equipment grants; work with grant managers and Executive Director to set up accounts, prepare budgets, identify, and notify awardees, and obtain approvals from Merkin director.
• Also included in this role is initiating calls for proposals, assisting with the preparation of quarterly newsletters, and following-up with awardees when end-of-grant reports are due.
• Schedule and manage seminar series. Work with lab representative(s) to update the seminar calendar.
• Schedule and manage save the date notices, invitations, and RSVPs for seminars and lectures, a summer translational workshop, and special events ('s Dinner).

Work with the Caltech or off-site venue staff to ensure that all arrangements are in order. Coordinate travel arrangements / reimbursements for all advisors, visitors, speakers, reserve meeting rooms, and organize catering.

• Schedule and manage Poster Sessions.
• Regularly update Merkin Institute website content.
• Maintain a record of Merkin Institute awards / expenditures / products that can be shared with the Provost and / or chairs of BBE, CCE and EAS upon request.
• Act as primary contact for all Merkin-related inquiries.
• Perform other duties as assigned.

Basic Qualifications

• Bachelor’s Degree with at least 2 years of related experience.
• Finance or budgeting experience.
• 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.

• Excellent organization and time management skills.
• 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.
• Ability to handle a variety of tasks simultaneously.

Preferred Qualifications

• Bachelor’s degree in biology or related discipline.
• Experience in laboratory and / or university administration environment.
• Web design experience.
• Grant application and management.
• Familiarity with Caltech processes.
• Experience in event organization.

Required Documents

Resume.

Hiring Range

$28.75 - $36.25 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 and .

EEO Statement

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity, or national origin, disability status, protected veteran status, or any other characteristic protected by law.

Caltech is a VEVRAA Federal Contractor.

To read more Equal Employment Opportunity (EEO) go to .

Disability Accommodations

If you would like to request an accommodation in completing this application, interviewing, or otherwise participating in the employee selection process, please direct your inquiries to Caltech Recruiting at .