Business Manager

4 weeks ago

Pasadena, United States Caltech (California) Full time
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 and in collaboration with the Division Operations Officer (DOO), the Business Manager will oversee division planning, policy and procedure formulation and administrative support. The successful candidate will take the lead in evaluating, coordinating, and implementing projects and/or policies and procedures, and software programs that improve the quality and reliability of the Division's administrative services and coordinating these with the Institute as a whole. Oversee and provide guidance on HR matters including writing job descriptions, onboarding new hires, assisting managers with promotions, reclassifications, salary adjustments, disciplinary actions, transfers, terminations, and other employee relations activities.

Essential Job Duties
  • When the DOO is not available, act as the first point of contact for personnel issues that require Division involvement and interface directly with professorial faculty. Attend meetings, as the representative of BBE, involving topics related to personnel, administrative concerns, and other issues as assigned.
  • Monitor and update the division's space data regularly and as space assignments change. Consult with the DOO and the division's Facilities Operations Manager when making updates, as needed.
  • Lead BBE's response to the Institute's space survey which is conducted every two years.
  • Oversee, coordinate, and implement the division's technical, online, and electronic systems support in conjunction with IMSS and other Institute resources. These include financial, HR, administrative systems, and the Division's web presence. Additionally, responsible for the guidelines and procedures supporting these systems.
  • Supervise the division's administrative staff and a portion of the faculty's administrative staff. Supervise and oversee the fly food and glasswash facilities and their activities.
  • Oversee and authorize/make weighted recommendations on HR actions for areas of responsibility including new hires, promotions, reclassifications, salary adjustments, disciplinary actions, transfers, terminations, and other employee relations requirements.
  • Assess training needs for administrative staff and identify or develop training opportunities to maintain their skills consistent with the changing needs of the Division and the Institute.
  • Clarify and communicate procedural changes to other Division staff members. Lead efforts to resolve complex issues and provide technical expertise to others within the Division.
  • Regularly review policies, procedures, and workflow for areas of responsibility, and implement changes as necessary to improve accuracy, efficiency, and timeliness, ensuring that services meet the needs of the Division and the Institute.
  • Ensure that division policies and practices follow Institute policies, procedures, and all applicable state/federal regulations.
  • Member of the Emergency Division Command Center. Responsible for drafting and continued updating of Division's Emergency Action and Continuity Plans.
  • Timecard approver for division staff. Maintain records of division staff's attendance.
  • Provide training and/or assistance to Division staff in the use of administrative applications.
  • Establish and maintain excellent working relationships with Central Administrative offices, Administrative and Support Departments, as well as with other Divisions.
  • Provide confidential guidance and support to staff as it relates to job responsibilities, interpersonal relationships, etc.
  • Other duties as assigned.
Basic Qualifications
  • Bachelor's Degree or equivalent and at least 8 years of relevant experience.
  • 3 years of progressively responsible management experience.
  • Excellent written and verbal communication skills, interpersonal skills, and the ability to communicate clearly and tactfully.
  • Demonstrated experience partnering with all levels of leadership and/or faculty on strategic initiatives and projects.
  • Ability to organize and coordinate activities/projects and follow through on all aspects of assignments.
  • Proven research and data analysis skills with the ability to develop and implement initiatives.
  • Ability to accommodate tight deadlines and rapidly evolving priorities.
Preferred Qualifications
  • Experience with Caltech Administrative Applications.
  • Knowledge of information technology, research administration and lab management.
Required Documents
  • Resume.
  • Cover Letter.

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