Caltech · 1 week ago
Administrative Assistant
Pasadena, CA
Full-time
Onsite
Mid Level
$20/hr - $27/hr
4+ years expCaltech 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. The Administrative Assistant will provide administrative and workflow support to the trade shops, ensuring timely responses to service requests and assisting with work order tracking and scheduling.
EdTechEducationUniversities
Responsibilities
Follow all safety procedures and maintain a safe and secure work environment
Use the IWMS to monitor daily workflow, update work statuses, support scheduling, and assist with staff timekeeping reviews and approvals
Use the Caltech Timekeeping System to review daily staff timecard activity for payroll processing
Assist with scheduling work assignments using the IWMS scheduling function
Monitor and recommend improvements to processes and procedures to enhance workplace efficiency
Manage daily administrative activities to support shop operations and improve workflow efficiency
Provide communication support between customers, shop staff, and supervisors
Perform other duties as assigned
Qualification
Required
High school diploma or equivalent, and at least four years of general office or administrative experience
Excellent interpersonal skills to interact effectively with faculty, staff, students, and visitors
Proficiency with MS Word, Excel, Outlook, and experience with CMMS and timekeeping software
Ability to learn new software and adapt to new technologies
Self-starter with the ability to work independently, maintain confidentiality, and meet deadlines
Strong verbal and written communication skills
Ability to prioritize tasks and meet critical, time-sensitive deadlines
Ability to manage multiple tasks and shift smoothly between competing priorities
Preferred
Previous Caltech experience or experience working in an academic or construction environment
Proficiency with AiM and Kronos or similar preventive maintenance and timekeeping software would be a plus
Benefits
Health, dental, and vision insurance
Retirement savings plans
Generous paid time off (vacation, holidays, sick time, parental leave, bereavement, etc.)
Tuition reimbursement
Onsite counseling
Sick time
Company
Caltech
Caltech is a science and engineering research and education institution.
1001-5000 employees
H1B Sponsorship
Caltech has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2025 (156)
2024 (95)
2023 (105)
2022 (83)
2021 (30)
2020 (22)
Funding
Current Stage
Late StageTotal Funding
$86.51MKey Investors
US Department of EnergyAlfred P. Sloan Foundation
2024-07-17Grant· $10M
2019-09-27Grant· $75M
2019-01-01Grant· $1.51M
Leadership Team
Frances Arnold
Linus Pauling Professor
John Preskill
Richard P. Feynman Professor of Theoretical Physics
Recent News
2025-12-17
PhysOrg.com
2025-12-03
Company data provided by crunchbase