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Details
Posted: 07-Mar-25
Location: Pasadena, California
Categories:
Security/Public Safety
Staff/Administrative
Internal Number: 6059864
Caltech
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:
Reporting to the Director of Security Administration, with a dotted line to the Chief of Security and Parking Services, the Security Support Services Administrator is responsible for a wide range of tasks and duties that support the Caltech Campus Security Department. This position interacts extensively with Caltech security staff and regularly communicates with students, faculty, administrators, guests, and external stakeholders. Excellent customer service and interpersonal skills are required.
Essential Job Responsibilities:
Administrative and Office Support (40%)
- Oversees general security office operations and coordinates internal office activities and events.
- Provides calendaring and scheduling support for the Chief of Security and the two security directors.
- Responsible for ordering office supplies, new stationery, furniture, equipment, and electronics for the security team.
- Prepares and administers the electronic records management and archival system; compiles and analyzes a variety of reports and usage statistics.
- Attends and participates in professional group meetings; maintains awareness of latest trends and developments in Clery compliance and other security compliance areas. Incorporates new developments into programs, training initiatives, or written policies and procedures.
- Performs minimal reception duties including answering phone calls and emails and directing inquiries to the appropriate staff.
- Supports the recruitment process for new Security employees, including scheduling interviews and assisting with processing paperwork for new employees. Help with scheduling orientation training for new employees and ensuring other onboarding processes are completed.
- Demonstrates excellent customer service and interpersonal skills. Develops and maintains effective working relationships with members of the Caltech community.
Fiscal Services Support (30%)
- Assists the Chief of Security and security directors in managing the department budget. Tracks spending, updates account balances, forecasts future expenses, and processes purchase orders. Assists in preparing proposals, planning training and travel, and using AiM to receive reimbursements from other campus departments.
- Oversee P-card expenditure reconciliations and prompt payment of invoices. Verify accuracy of billed invoices.
- Ensures that departmental payroll is reviewed and submitted in a timely manner.
- Serves as the Security team's Payroll Activity Monitor (PAM).
- Consults and collaborates with the Institute Payroll team to resolve payroll errors for the Security team.
- Maintains payroll exception forms.
- Maintains vacation schedules to ensure employees are paid correctly and as directed by Caltech Policy.
- Submits EDAs with proper documentation for review.
- Provides support in managing various third-party security contracts and ensuring contract compliance.
- Ensure that third party security vendors adhere to the agreed obligations documented in contractual agreements.
Compliance and Reporting Support (30%)
- This position is a primary member of the Clery Committee.
- Assists in reviewing incident reports for classification accuracy.
- Ensures that incident reports, Annual Security and Fire Safety Reports, and other required documents are purged both electronically and physically in accordance with The Department of Education guidelines.
- Develops and administers the Campus Security record retention and disposition schedules; monitors and maintains compliance with regulations governing the management of departmental records. Provides for the preservation, maintenance, and retrieval of essential archival, and records. Reviews and oversees quality control procedures to assure integrity of the records database and accurate consolidation of data sets.
- Fills in for Clery Related Duties when Director of Security Administration is absent and/or out of the office.
- Reviews reports for distribution on a need-to-know basis to Campus Leadership.
- Maintains the Daily Crime Log and ensures it is posted on the Security website and available for public viewing if requested.
- Tracks employee training and development.
- Perform other duties as assigned.
Basic Qualifications:
- 5+ years of progressive administrative and record keeping experience including statistical management analysis.
- Must possess strong administrative skills including excellent attention to detail and organizational skills, and verbal and written communication skills.
- Must have the ability to develop effective working relationships and interface professionally with the Caltech community.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and calendaring/email systems.
- Ability to work independently, demonstrate good judgment, and maintain confidentiality.
Preferred Qualifications:
- A bachelor's degree with course work in police administration, public administration or a related field is preferred.
- 2+ years of related experience in a security or police department records office.
- Higher education experience, especially within the safety and security field, is highly desirable.
Required Documents
- Resume.
To be considered for this position please visit our web site and apply on line at the following link: https://hr.caltech.edu/work/job_openings
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.
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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.
More Jobs from This Employer
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