Apophis Administrative Coordinator

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Job Summary

We are seeking a talented and detail-oriented Apophis Administrative Coordinator to support the Apophis mission at Caltech. Reporting to the Apophis Chief Executive, the successful candidate will possess initiative, good judgment, and strong problem-solving skills. In this role, the Administrative Coordinator will manage the financial aspects of the Apophis program, provide high-volume purchasing support, assist with grants management, and offer general administrative and clerical support. Additionally, this role will facilitate interactions with JPL affiliates, external stakeholders, and vendors, ensuring smooth operations for the mission.

Essential Job Duties

• Provide daily administrative support: Assist the Apophis Mission Task Lead and Apophis Chief Executive with various administrative tasks.
• Manage high-volume purchasing efforts: Utilize P-Card and administrative systems to purchase research equipment and lab supplies, maintain accurate documentation, and reconcile costs.
• Organize and manage email: Ensure the Chief Executive's email is organized, prioritized, and responded to in a timely manner.
• Financial tracking and reconciliation: Generate and review cost summary and expense detail reports, maintaining a clear separation between the research group and program funds.
• Grants management tasks: Assist with payroll reconciliations, fabrication accounts, labor distributions, cost transfers, and reporting.
• Coordinate Apophis meetings and special events: Handle logistics, lodging, travel, catering, and facilities for meetings and events.
• Prepare non-scientific documents: Prepare proposals and reports, format, proofread, enter, and upload required information and documents to relevant platforms.
• Administrative support for travel: Coordinate domestic and foreign travel arrangements, provide itineraries, and process travel expense reports.
• Administrative support for visitors and scholars: Facilitate the preparation of administrative forms for visitors, postdoctoral scholars, and research staff hires.
• Communication and coordination: Coordinate and communicate with JPL affiliates, external stakeholders, and organizational offices.
• Document preparation: Edit and proofread correspondence, office forms, non-technical sections of manuscripts, and reports.
• Other duties as assigned.

Basic Qualifications

• Bachelor's degree or equivalent experience with at least 3 years of administrative support experience.
• Excellent and diplomatic communication skills with a good command of grammar and usage.
• Experience with Microsoft Office/Office 365, Adobe, and intermediate-level Excel skills.
• Ability to maintain confidentiality, ensuring sensitive information is handled appropriately.
• Strong organizational skills. Ability to work under deadlines and prioritize tasks effectively.
• Understanding of financial and accounting principles, with experience in grants management and data analysis.

Preferred Qualifications

• Proactive work ethic. Demonstrated initiative for taking on unfamiliar or additional tasks with minimal direction.
• Familiarity with website design software (e.g., Squarespace or similar).
• Extensive experience with organizational administrative systems (e.g., TechMart, PCard, Cognos, Oracle).

Required Documents

• Resume
• Cover Letter