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Academic Option Manager - Humanities and Social Sciences
California Institute of Technology
Details
Posted: 17-May-26
Location: Pasadena, California
Categories:
Staff/Administrative
Student Affairs/Services
Internal Number: 7163880
Caltech
Exempt Overtime Eligible: Exempt
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
The Division of the Humanities and Social Sciences (HSS) seeks a detail-oriented and collaborative professional with excellent organizational and communication skills to join its administrative team as the Academic Option Manager. Reporting to the Division Operations Officer, this position manages the administrative aspects of two graduate programs (Social Sciences and Social and Decision Neuroscience) and the Social Sciences undergraduate programs, playing a key role in ensuring a positive and well-supported student experience.
The Academic Option Manager works closely with students, faculty, administrative staff, division leadership, other option managers, and various offices across Caltech to support students throughout their academic journey. This full-time, on-site position functions independently with minimal supervision and exercises discretion and independent judgment on matters of significance, while working within a collaborative administrative environment.
Essential Job Duties
Manage all administrative aspects of the HSS graduate programs from recruitment and matriculation through graduation and beyond. Duties include, but are not limited to:
- Administering the HSS graduate admissions process, including processing applications, planning recruitment activities, scheduling interviews, and coordinating feedback.
- Organizing onboarding and orientation for new graduate students, assigning student offices and advisors, managing student payroll, and tracking student progress.
- Assigning and managing graduate student research and teaching assignments in coordination with division faculty, supporting both faculty needs and student academic
progress. - Counseling students as a trusted point of contact with sensitivity and discretion and involving other campus resources and division leadership as appropriate.
- In coordination with the HSS Grants and Finance Manager, providing financial oversight for the HSS graduate programs, ensuring responsible stewardship of program
resources. - Overseeing graduate purchasing and travel reimbursements.
- Planning and organizing student-oriented events from recruitment through graduation to foster community and engagement.
- Maintaining the HSS PhD alumni database.
- In coordination with HSS faculty and the Caltech Registrar's Office, create and maintain the Social Sciences teaching schedule to ensure courses are offered at the
undergraduate and graduate levels that allow students to fulfill Division and Institute program requirements. - Assign classrooms for HSS courses and manage room reservations.
- Coordinate and validate Caltech catalog updates for the HSS graduate and Social Sciences undergraduate programs, ensuring accurate and current program information
- Manage the administrative aspects of hiring/monitoring undergraduate students for teaching assistantships and other student employee roles.
- Manage all administrative aspects of HSS visiting students and volunteers.
- Develop and produce information for surveys/reports requested by leadership; maintain and analyze relevant data.
- As the primary division liaison to students, communicate with prospective students and their families as well as campus visitors; respond to inquiries from prospective students
and others regarding HSS academic programs. - Develop and propose new policies, procedures, and processes to improve the overall effectiveness and efficiency of the Division Operation Manager role.
- Special projects and other duties as assigned.
Basic Qualifications
- Bachelor's degree
- Seven years of related work experience, with a strong preference for substantial experience in higher education.
- Excellent written and verbal communication skills, interpersonal skills, and the ability to communicate clearly and tactfully with a wide range of stakeholders.
- Superior electronic organizational skills, including expertise in applications within the Microsoft Office suite (including Word and Excel).
- Ability to manage multiple priorities and meet tight deadlines while maintaining a service-oriented approach.
Preferred Qualifications
- Experience working in an academic division or department.
- Familiarity with Caltech operations and administrative practices.
- Experience working with AI tools to enhance administrative efficiency.
Required Documents
- Resume
- Cover Letter
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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