New

Administrative Assistant

California Institute of Technology
vision insurance, parental leave, paid time off, sick time, tuition reimbursement
United States, California, Pasadena
May 20, 2026
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 This Administrative Assistant serves as the first point of interaction with the Graduate Studies Office, provides administrative support for the office, and provides online admission application assistance for the graduate academic options and prospective graduate students. This is anticipated to be a six- month temporary assignment. Essential Job Duties Provide day-to-day administrative and clerical support for the Graduate Studies Office staff: provide main office telephone support, greet visitors, answer and direct email correspondence, respond to general inquiries and questions, maintain detailed records, monitor and order supplies as needed, photocopy and scan documents, and open and distribute mail Interact with others in a warm, helpful, and thoughtful manner Support the graduate admissions process in coordination with the Assistant Dean Provide telephone and email assistance to applicants with specific inquires and regarding the submission of electronic documents Maintain sensitive and confidential admissions committee evaluations Provide administrative support for the monthly Graduate Studies Committee meetings, and annual office events such as Commencement activities, Graduate Student Orientation, and other student programming Coordinate calendaring for the Graduate Studies Office staff and make meeting arrangements as requested Process expense reports and payment requests Perform other related duties as assigned Basic Qualifications Bachelor's or equivalent years of experience At least 3 years of progressively increasing responsible administrative experience Ability to attend to details Ability to multitask Excellent organizational and analytical skills Excellent MS Office skills Available to work occasional overtime and evening hours Ability to maintain a warm and helpful attitude while working with frequent interruptions A team player with a high degree of professionalism, maintained at all times Strong communication skills (written and verbal) Ability to maintain high levels of confidentiality Ability to effectively interact with students, staff, and faculty A self-starter who works well under pressure Ability to efficiently triage workflow to ensure highest priority matters are handled promptly Ability to independently organize and coordinate projects with minimal supervision Preferred Qualifications Previous experience in a university environment Required Documents Resume Cover Letter Hiring Range $20.00 - $28.00 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 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 eeoc_self_print_poster.pdf. 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 employment@caltech.edu. 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 employment@caltech.edu.