Job Description
Project Operations Assistant Caltech
Job Category: Parttime Regular
Exempt Overtime Eligible: Overtime Eligible
Benefits Eligible: Benefit Based
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 The research group of Prof. Michael Roukes in Caltech's Division of Physics, Mathematics, and Astronomy seeks a highly motivated, project operations assistant with experience in project coordination and management to join its team. Caltech scientists are engaged in a major collaborative project to develop nanotechnology to enable deep profiling of the single-cell proteome and metabolome. This work is being pursued in close collaboration with Thermo Fisher Scientific. To advance this effort, a cohort of scientists/engineers have been hired at Caltech (Pasadena, CA, USA) in complementary areas spanning proteomics and single-cell analysis, nanosystems development, high frequency/microwave engineering, optics and integrated photonics, software-defined instrumentation, and bioinformatics enabled by AI/machine learning. This job posting is part of the effort to advance this project. This job posting solicits applications for a Project Operations Assistant. The position is located in Pasadena, CA, but remote work is possible.
Essential Job Duties - Project Coordination and Management
- Work with the project leadership team to develop schedules for NIH project development, including identifying and tracking milestones and metrics.
- Collect and report task status and percent complete for activities associated with science and instrument development related to the NIH project.
- Create and maintain forms, documents, and other printed and web-based materials for the NIH project.
- Support development of presentation materials and inputs for project reviews, and regular management and technical meetings related to the NIH project.
- Support Contracts manager in preparing budget inputs and contract documents.
- Keep updated personnel/group member list, project list, lab jobs list, and contact information for the lab Administrative Coordinator.
- Provide expert administrative coordination to Principal Investigator (PI) which requires a thorough knowledge of the Division's processes and Institute policies and procedures.
- Apply advanced knowledge of functions to plan, coordinate, and assist in business operations such as drafting, typing, editing, and proofing correspondence, manuscripts, journal articles, patents, reports, grant proposals, and office forms related to NIH award.
- Update project website.
- Update all biosketches for project personnel.
- Keep current and pending support updated for all project personnel in SciCV.
- Assist with conflict-of-interest requirements for all project personnel.
- Coordinates complex travel arrangements and itineraries for the NIH project including assisting with logistics associated with domestic and international travel including ensuring compliance with funding agency travel requirements and export regulations.
- Organizes event logistics, and special events such as lunches, group meetings, workshops, team-building exercises, individual seminars, seminar series, named lectures and conferences.
- Process expense reports, advances, reimbursements, and payment requests. Deposit reimbursement checks and ensures proper accounting of such deposits for the NIH project.
- Gather requirement information and prepare forms for postdoctoral scholar appointments and research staff recruiting.
- Keep updated version of the Postdoc and Fellowship Guides and distributes to incoming Postdocs.
- Manage the NIH purchasing and purchasing cards with responsibility for recordkeeping and timely reconciliation as well as ensuring compliance with NIH funding terms & conditions.
- Process and maintain sensitive and confidential information.
- Orient new group members and support personnel; distributes keys to research spaces.
- Responsible for the tracking of group property.
- Other duties as assigned.
Basic Qualifications - Bachelor's Degree or Associate's Degree with 3+ years of progressively responsible administrative coordination experience or 5+ years of progressively responsible administrative/coordination experience.
- Proficient computer skills including Microsoft Office suite (Excel, Word, PowerPoint Office), etc.
- Demonstrated ability to work independently and multi-task on complex projects, while also being open and responsive to direction and feedback.
Preferred Qualifications - Knowledge of Caltech policies and procedures.
- Knowledge of Caltech procurement processes and procedures.
- Knowledge of Caltech travel processes and procedures.
Required Documents To be considered for this position please visit our web site and apply on line at the following link: We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law. Copyright 2024 Jobelephant.com Inc. All rights reserved.
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About California Institute of Technology
The California Institute of Technology (Caltech) is a world-renowned science and engineering research and education institution, where extraordinary faculty and students seek answers to complex questions, discover new knowledge, lead innovation, and transform our future.
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Job Tags
Contract work, Part time, Remote job,