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Details
Posted: 02-Jul-25
Location: Pasadena, California
Categories:
Staff/Administrative
Student Affairs/Services
Internal Number: 6337695
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 Senior Associate Dean in the Office of the Dean of Undergraduate Studies, the Operations Lead will provide a broad scope of administrative support and manage the day-to-day operations across an office comprised of five staff members and the faculty dean. Responsible for coordinating office programs and communications, monitoring budgets, managing facilities needs, supporting the undergraduate deans and director of conduct and community standards, and interfacing with undergraduate students and the larger campus community.
This is an Essential Reporting position. In the event of an emergency on campus, an employee designated as essential reporting has essential job skills that are needed for response and recovery and is expected to report to Campus as soon as possible.
Essential Job Duties
- Serves as the primary point of contact for the Undergraduate Deans Office and answers inquiries that require overall understanding of its policies, procedures, and current program offerings.
- Provides support to members of the Undergraduate Deans Office team. These duties include, but are not limited to, communication to students, faculty, and staff on behalf of the Office; assistance in preparing presentations and training materials; preparation of confidential and sensitive written documentation; administration of academic awards and honors; preparation of formal student documents, including for insurance, scholarship, transfer and graduate application purposes; and file documentation.
- Performs general office functions such as composing, editing, and drafting various correspondence and documentation; office payroll; facilities management, travel arrangements and expense reporting; and event planning/management, including supporting First-Year Orientation and Commencement.
- Processes enrollment changes for students and manages academic petitions and forms.
- Tracks and and analyzes data relevant to the Undergraduate Deans Office and related programs and processes.
- Manages professional memberships, conference and class registrations for Office staff; calendars meetings and events for staff.
- Updates and maintains legal/compliance posters and emergency preparedness materials for the Office.
- Serves as Essential Reporting personnel in case of a campus emergency.Coordinates and maintains all department confidential files and records. Responds to file requests from the Office of General Counsel, and tracks Hold Order requests; manages record retention timeline and disposition of files when appropriate.
- Creates and distributes Undergraduate Deans Office communications to campus, which may include email, brochures, graphic work, and website updates.
- Serves on Student Affairs divisional committees as needed.
- Coordinates all budgeting activities for the Office; tracks, monitors and analyses all budget expenditures; makes purchases for the Office; and ensures compliance with Institute policies and procedures.
- Oversees the work of temporary staff and work-study students.
- Other tasks or projects as assigned.
Basic Qualifications
- BA or equivalent with 3 years of progressively responsible administrative experience.
- Excellent written and verbal communication skills, interpersonal skills, and the ability to communicate clearly and with sensitivity.
- Strong computer skills including Microsoft suite, Teams, Zoom.
- The ability to compose correspondence, organize work independently and handle multiple assignments efficiently with conscientious attention to detail and accuracy.
- Demonstrated problem solving skills and ability to collaboratively work in a team.
- Discretion in handling confidential information is essential.
Preferred Qualifications
- Previous Caltech experience or experience working in higher education.
- Must be willing to occasionally work a flexible schedule as determined by priorities
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.
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https://main.hercjobs.org/jobs/21462778/operations-lead
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