Science Communication Assistant Jobs in Pasadena, CA

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Job Summary
The Division of Chemistry and Chemical Engineering (CCE) seeks a motivated, adaptable, and intellectually curious individual to join the division's administrative team. CCE faculty are among the most distinguished and innovative in the world, leading research into new areas of science and technology. Reporting to the Division Operations Officer, the successful candidate will provide tailored administrative support to multiple research groups and professors while working within a dynamic and collaborative team of administrative staff. This individual will interact with various departments and programs on campus and leverage cutting-edge automation and AI tools to support the ambitious goals of Caltech research laboratories. This role offers an exciting opportunity for an individual eager to provide high-level administrative support at a collaborative, world-class research institute. The selected candidate will gain mentorship, skill development, proximity to science, exposure to career pathways, training in research administration, experience with grant proposals, and professional development. The role is a strong fit for someone interested in research administration, academic operations, grants management, science communication, and/or AI-enabled productivity.
Essential Job Duties
Administrative Support and Coordination:

• Provide administrative assistance to professors and research groups.
• Tailor support to individual faculty needs, including managing calendars and scheduling meetings, appointments, and interviews.
• Answer and compose correspondence on behalf of professors, maintaining a professional and proactive communication style.

Document Preparation and Editing:

• Draft, type, edit, and/or proof manuscripts, patent applications, grant proposals, funding reports, and other documents as needed.
• Prepare and edit PowerPoint presentations, developing presentation materials from original content.
• Take ownership of improving templates, workflows, group documentation, and recurring administrative processes.

Grant and Budget Management:

• Track deadlines for grant proposals, ensuring timely submission and compliance with funding agency requirements.
• Prepare and collate grant proposal supporting sections, including for NIH submissions.
• Provide budget-related assistance by reconciling discrepancies and tracking purchases.
• Provide data and input for financial projections, collaborating with grant managers as needed.

Event Planning and Coordination:

• Plan, organize, and coordinate special events such as seminars, symposiums, conferences, and faculty dinners.
• Coordinate logistics, including speaker travel arrangements, lecture hall AV setup, catering, and budget reconciliation.

Teaching Support:

• Prepare classroom materials, arrange teaching equipment/AV, and collect homework and examinations for undergraduate and graduate courses.
• Maintain files of letters of recommendation for student and postdoctoral applications.

Personnel Coordination:

• Maintain up-to-date information on research group members.
• Coordinate interview and hiring processes for new members.
• Update lab-specific guides and distribute them to new members.

AI Integration and Utilization:

• Learn and implement AI tools such as ChatGPT, Claude, CoPilot, and other relevant technologies to enhance efficiency in administrative tasks.
• Use AI and automation tools to assist with drafting documents, managing schedules, creating reports, and streamlining communication and workflows.

General Office Management:

• Maintain records, databases, and document files electronically and in hard copy, ensuring accuracy and confidentiality.
• Manage purchasing cards, reconcile expenses, and process reimbursements.
• Interface with campus personnel, external associates, and Division staff, acting as a liaison to the research group(s).

Other Duties as Assigned:

• Provide administrative backup to other administrative staff and assist with Division-wide initiatives as needed.
• Serve as the Floor Warden or Building Coordinator for emergency planning purposes.

Basic Qualifications

• Bachelor's degree or equivalent experience.
• 3+ years of administrative support experience, preferably in an academic setting, or equivalent experience.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and calendaring/email systems.
• Demonstrated experience using AI tools such as ChatGPT, Claude, and CoPilot; understanding of when the use of AI tools is or isn't appropriate, and whether a particular AI output aligns with the prompt and intended purpose.
• Highly organized, able to manage competing priorities and meet deadlines with accuracy and attention to detail.
• Excellent interpersonal and communication skills, with the ability to interface professionally with faculty, staff, students, and visitors.
• Strong word-processing and proofreading skills.
• Ability to work independently, demonstrate good judgment, and maintain confidentiality.

Preferred Qualifications

• Knowledge of Caltech policies, procedures, and systems.
• Proficient with both PC and Mac operating systems.
• Previous experience supporting senior faculty and/or managing NIH grant proposals.
• Experience with workflow automation such as Microsoft 365 automations or similar tools to streamline processes and integrate systems.
• Experience with content management systems or developing other web-based applications (e.g., research lab websites).

Required Documents

• Resume
• Cover Letter explaining your interest in supporting research and academic operations, and why you believe your prior experiences make you a strong match for this role. Please include in your letter: (1) any prior experience with workflow automation and/or AI systems, and (2) your views on which top three tasks/responsibilities from the position description would benefit most from using AI/automation tools and why. Limit your cover letter to no more than one page.

Hiring Range
$20.00 - $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
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.