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Job Summary Reporting to and working closely with the Division Administrator, the Business Operations Manager will provide strategic management oversight and direction for specific Division functions in the Division of Physics, Math and Astronomy (PMA). Provides administrative management for procurement, faculty, staff recruitment, and safety. Directly manages all Division administrative assistants. Works closely with the Division Administrator in evaluating and implementing IT solutions, projects and/or policies and procedures that improve the quality and reliability of the Division's administrative services. Works closely with Division Administrator to define and execute long-term strategic administrative plan for the organization to ensure smooth and seamless support of the technical staff.
Job Duties Human Resources - Supervises approximately fifteen direct reports, comprised of faculty and Division administrative assistants. Monitors performance, provides continuous coaching, and properly addresses performance issues when needed - Assesses training needs for administrative staff, and identifies or develops training opportunities to maintain their skills consistent with the changing needs of the Division and the Institute - Oversees and makes weighted recommendations on HR actions across the Division for areas of responsibility including new hires, promotions, reclassifications, salary adjustments, disciplinary actions, transfers, terminations, and performance evaluations - Monitors term and temporary positions and recommends actions according with the hiring groups staffing needs - Oversees Division staff recruitment activities. Writes and evaluates new job descriptions. Provides recommendations to hiring managers as they develop new job descriptions. Supports hiring managers through screening of applicants, documentation of screening process and recommendations of final candidates. Approves job posting through the Institute online applicant tracking system
Facilities - Serves as Division point of contact for various facilities projects; collaborates with the Facilities Design and Construction group to provide support and coordination on various office and laboratory renovation projects (both major and minor) - Responsible for executing new faculty office renovations - Coordinates requests for new infrastructure installations and/or upgrades - Coordinates with the Division's administrative assistants on upholding and maintaining Division office and lab space database - Fields requests from the Division for the utilization of shared lab/technical integration space
Financial - Manages annual Division office & laboratory renovation budget - Monitors Division procurement activity. Ensures the efficient use of electronic purchasing system. Maintains approval listing for P-cards and TechMart system. Responsible for developing and implementing policies and procedures and provides training and support to staff processing transactions - Oversees the timely completion of Purchasing Card and Travel Reports, approves purchases through electronic purchasing system, and assists research groups with processing of large-scale equipment purchases and service agreements - Acts as a key technical expert on specific Institute financial systems, including Techmart and CardQuest; ensures training and/or assistance to Division staff in use of these financial systems
Safety - Manages and oversees Division-wide safety inspections with the Environmental Health and Safety Office (EH&S) - Maintains the Division emergency action plan - Working in concert with the Division Administrator and EH&S, provides coordination for trainings and provides routine communications to Floor Wardens and Group Safety Officers for emergency preparedness - Oversees the onboarding process for new researchers. Tracks safety training for PMA researchers/ to assure compliance with Divisional and Caltech policies. Provides routine communications and training to ensure timely distribution of safety related policy changes
General - Coordinates and manages various projects on behalf of the Division, including the Physical Inventory, the Institute Space Survey, the Annual Salary Increase Program, etc. - Regularly reviews policies, procedures and workflow for areas of responsibility, and implements changes as necessary to improve accuracy, efficiency, and timeliness, ensuring that services meet the needs of the Division and the Institute - Establishes and maintains excellent working relationships with Financial Services and other Central Administrative offices - Serves as backup and represents the PMA Division Administrator as needed - Other duties as assigned
Basic Qualifications - BS Degree, and 8 years of relevant experience - 3-5 years of supervisory or leadership experience that includesteambuilding, problem solving and change management - Previous experience working in or closely with Human Resources - Excellent communications, interpersonal and presentation skills. Must be able to effectively interact with all levels including faculty, students, staff and administration - Ability to interpret and apply knowledge of Division, Institute, and external agency guidelines to resolve issues and/or problems - Ability to manage and organize multiple projects with multiple deadlines - Ability to identify opportunities and implement improved productivity and use of resources; takes initiative to improve work processes - Strong understanding of financial and general accounting principles with the ability to research and analyze data - Demonstrates independent judgment and initiative - Proficiency in excel, including pivot tables, as well as PowerPoint. Ability to use both Mac and PC
Preferred Qualifications - MS degree - Previous experience working in an academic environment - Previous experience working in or closely with Human Resources - Previous experience with Oracle data systems and electronic purchasing systems - Previous Caltech experience
Required Documents - Resume
EEO Statement We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, or national origin, disability status, protected veteran status, or any other characteristic protected by law.
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.