Programs Assistant

California Institute of Technology
vision insurance, parental leave, paid time off, sick time, tuition reimbursement
United States, California, Pasadena
Mar 14, 2025
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 position will provide support for a variety of administrative projects managed and overseen by the Offices of the Provost and Vice Provosts and other departments that report to the Provost and Vice Provosts. Essential Job Duties Provide assistance to conference and meeting organizers, including coordinating communications to participants, developing and distributing meeting materials, coordinating meeting registrations, setting up meeting rooms and remote participation modes, setting up meals and refreshments, and contacting campus departments as needed to resolve emergent issues. Coordinate group schedules for meeting participants, both on-campus and off-campus. Develop and maintain departmental and programmatic websites utilizing Caltech design standards; provide training to staff on the use and maintenance of websites. Design and implement online surveys to solicit feedback from various events and activities. Digitize and organize archival materials. Gather and organize data from campus and external sources. Provide backup support for other staff within the department. Other administrative duties and responsibilities as assigned. Basic Qualifications At least five years of office/clerical experience. Organized and detail-oriented. Proficient with Microsoft Word and Excel. Demonstrated experience with web design and maintenance. Strong written and oral communication skills. Ability to maintain a high degree of confidentiality. Preferred Qualifications Bachelor's degree. Prior Caltech experience; familiarity with the Caltech campus and administrative operations. Prior experience with Caltech web development tools. Required Documents Resume Hiring Range $24.25 to $33.00 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 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 employment@caltech.edu.