Administrative Assistant

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.

The Deep Synoptic Array (DSA) is a next-generation radio telescope being developed for deployment in a radio-quiet valley in Nevada. Comprising 1,650 dishes, the DSA is designed to survey the sky at unprecedented speed and sensitivity. During its five-year initial survey, the DSA is expected to detect more than one billion astronomical sources, produce images and transient alerts in real time, and rapidly deliver science-ready data products to the astronomical community. The DSA brings together scientists, engineers, technical experts, and project professionals across a large, multidisciplinary collaboration. As the project advances toward construction and operations, the DSA offers an opportunity to contribute to the development and delivery of a major new facility at the forefront of radio astronomy.

Job Summary

The Deep Synoptic Array project is seeking a proactive, organized, and resourceful Administrative Assistant to support a dynamic team of researchers, project staff, and faculty working on one of the world's most ambitious radio astronomy initiatives inEly, NV.

This position is ideal for someone who enjoys variety in their work, thrives in a fast-paced environment, and takes pride in solving problems and helping others succeed. The successful candidate will be a key member of the DSA administrative team, providing day-to-day support while helping create structure and organization in a growing and dynamic project environment.

Reporting to the DSA Project Manager and working under the supervision of the DSA Project Coordinator and DSA Site Development Manager, the role requires flexibility, sound judgment, strong customer service skills, and the ability to manage multiple priorities simultaneously.  No two days will look exactly alike. The successful candidate will be comfortable learning new systems, adapting to changing needs, and identifying solutions while maintaining excellent attention to detail.

This is a regular, part-time position of 20 hours per week with benefits, based inEly, Nevada. The position will work primarily from ourEly offices at 464 E. Aultman Street and the DSA project industrial park property at 933 North Industrial Way, depending on project needs.

The position is expected to be on site in Ely for a regular portion of the workweek, with the specific days and hours arranged in collaboration with the successful candidate and supervisors. The schedule may vary from week to week based on project needs, and there may be some opportunity for remote work when the work allows.

We encourage candidates who meet the basic qualifications to apply, even if they do not meet every preferred qualification. Relevant experience and transferable skills from related areas are welcome.

Essential Job Duties

• Provide administrative support to DSA project staff and faculty.
• Manage Ely-based shipping and receiving, assist with stockrooms, inventory, and general office management
• Manage the project rental properties (including maintaining staff/visitor use schedule, interfacing with property owner, and scheduling cleaning)
• Coordinate travel arrangements and process travel reimbursements.
• Facilitate logistics for meetings, workshops, special events, and team gatherings.
• Process purchases using Institute purchasing systems and P-Cards while ensuring compliance with applicable policies and procedures.
• Track expenses, maintain documentation, reconcile transactions, and assist with financial recordkeeping.
• Assist with maintaining websites and other project resources.
• Collaborate closely with project staff and administrative colleagues.
• Perform other duties as assigned.

Basic Qualifications

• 5 years of administrative, office coordination, operations, event planning, project support or similar experience.
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Demonstrated ability to manage multiple priorities and meet deadlines.
• Proficiency with Microsoft Office applications or similar software.
• Ability to learn new systems and processes quickly.
• Ability to maintain confidentiality and exercise good judgment.
• Reliable, professional, and customer-service oriented.

Preferred Qualifications

• Bachelor’s degree or equivalent.
• Experience in higher education, research, nonprofit, startup, production, or other fast-paced collaborative environments, including managing booths at events
• Experience with purchasing, expense reconciliation, scheduling and process tracking.
• Experience with website management and editing.

Required Documents

• Resume.