Department Assistant for Institute Housing
California Institute of Technology - Pasadena, CA

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California Institute of Technology

Closing Date: Open Until Filled

Job Summary
Reporting the Purchasing Coordinator, the position is responsible for providing day-to-day administrative and clerical support to the Institute Housing office and will also provide assistance to the Purchasing Coordinator with various projects and events. The ability to work in a multi-language environment is essential.
This is a full-time position, (40hrs per week, Mon-Fri. 8am-5pm) requires occasional weekends.

Job Duties
Provide day-to-day administrative and clerical support. Maintain records, answer phones.
Perform daily data entry into File Maker Pro software or spreadsheet and maintain database accuracy for maintenance requests.
Provide customer service to internal and external customers, assesses and determines priority of maintain requests, follow-up on progress and addresses customer concerns and complaints in a thorough and timely manner.
Receive requests for Maintenance service; schedules work orders, track progress and completion for maintenance requests and property rehabilitations.
File forms and documents using basic filing systems.
Other duties as assigned.

Basic Qualifications
Must have a High School Diploma or GED
Must be able to work occasional weekends.
Must have at least 6 months of responsible administrative and or clerical experience.
Must have computer skills including, Word, Excel, Outlook and File Maker.
Ability to communicate clearly and quickly with vendors, resident and staff; Good listening habits; Excellent telephone demeanor is a must.
Ability to work effectively with multiple interruptions and deadlines. Must a self-starter; work well in a team environment.
As such, one must have patience and be able to deal with people under stressful circumstances.
Excellent organization, project and time management skills; must be capable of managing and prioritizing multiple assignments with meticulous attention to detail and accuracy.
Must be able to work effectively in fast-paced environment, meeting multiple and/or competing deadlines.
Excellent customer service skills coupled with effective oral and written communication are a must.
The selected candidate must successfully pas a pre-employment background investigation to be hired for this position.

Preferred Qualifications
The ability to apply basic knowledge of Caltech policies and practices to assignments is a plus.

To be considered for this position please visit our web site and apply on line at the following link:

Caltech is an Affirmative Action/Equal Opportunity Employer. Women, Minorities, Veterans and Disabled Persons are encouraged to apply.

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California Institute of Technology - 17 months ago - save job - block
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