Marcus Center Administrator

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Job Summary

The Rudolph A. Marcus Center for Theoretical Chemistry ("Marcus Center") Administrator will provide high-level administrative support to the Marcus Center director, faculty, postdocs, students, and staff. Working in collaboration with the Division of Chemistry and Chemical Engineering, the Marcus Center Administrator will serve as the administrative liaison between the center and the division.

Essential Job Duties

• Reporting to the Marcus Center Director, be responsible for organizing center and Steering Committee activities. This role requires flexibility as requirements and tasks evolve.
• Serve as primary administrative support for Marcus Center Director and other center faculty as needed. Provide support for procurement life cycle, personnel appointments, and other administrative support functions.
• Assist with research, training, and travel grants; work with grant manager to set up accounts, prepare and allocate budgets, monitor expenditures, identify and notify awardees, and obtain approvals from Marcus Center Director. This role also includes initiating the annual call for proposals and/or fellowship nominations, assisting with the preparation of annual reports, and following up with awardees when reports and proposals are due.
• Schedule and manage seminars, poster sessions, and similar on-campus or off-campus events.
• Schedule and manage "save the date" notices, invitations, and RSVPs for large events as needed. Coordinate and serve as the point of contact for large events with both campus and non-campus attendees.
• Coordinate travel arrangements for visitors and speakers, reserve meeting rooms, and organize catering.
• Regularly update website content. In collaboration with the CCE Communications Specialist and members of the Office of Strategic Communications, manage the Center's social media account(s) to increase visibility and engagement. Write stories as needed for websites, social media, brochures, or other public relations purposes.
• Keep record of awards and expenditures that can be shared upon request.
• Working with the CCE Facilities Manager, coordinate all facilities operations for the Marcus Center and associated faculty spaces.
• Act as the Floor Warden and/or Building Coordinator as needed for emergency preparedness. Track safety training for researchers to ensure compliance with Division and Institute policies.
• Act as primary contact for all Marcus Center-related inquiries.
• Perform other duties as assigned.

Basic Qualifications

• Bachelor's degree, or equivalent years of experience, plus 3 years of related experience.
• Finance or budgeting experience.
• Demonstrated writing skills for either scientific or general audiences.
• Ability and willingness to multi-task.
• Advanced written and verbal skills.

Preferred Qualifications

• Bachelor's degree in chemistry, physics, or related discipline.
• 5 years of related experience.
• Experience in laboratory and/or university administration environment.
• Social media management experience.
• Grant application and management experience.
• Familiarity with Caltech processes.
• Experience with event management.

Required Documents

• Resume
• Cover Letter
• Writing sample demonstrating ability to write public relations content
• List of 3-5 references