Business Operations Manager

2 weeks ago

Pasadena, California, United States California Institute of Technology Full time
Job Summary

The California Institute of Technology seeks a highly skilled Business Manager to oversee divisional planning, policy formulation, and administrative support. This key role will lead the evaluation, coordination, and implementation of projects and policies to improve administrative services and ensure alignment with Institute goals.

Key Responsibilities
  • Act as the first point of contact for personnel issues requiring divisional involvement and interface directly with professorial faculty.
  • Attend meetings as the representative of the division, addressing personnel, administrative concerns, and other issues as assigned.
  • Monitor and update divisional space data regularly, consulting with the DOO and Facilities Operations Manager as needed.
  • Lead the division's response to the Institute's space survey, conducted every two years.
  • Oversee, coordinate, and implement technical, online, and electronic systems support in conjunction with IMSS and other Institute resources.
  • Supervise administrative staff and a portion of faculty administrative staff, overseeing the fly food and glasswash facilities and their activities.
  • Authorize and 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, leading efforts to resolve complex issues and provide technical expertise.
  • Regularly review policies, procedures, and workflow for areas of responsibility, implementing changes as necessary to improve accuracy, efficiency, and timeliness.
  • Ensure divisional policies and practices follow Institute policies, procedures, and all applicable state/federal regulations.
  • Member of the Emergency Division Command Center, responsible for drafting and updating the division's Emergency Action and Continuity Plans.
  • Timecard approver for division staff, maintaining 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, and other divisions.
  • Provide confidential guidance and support to staff as it relates to job responsibilities, interpersonal relationships, and other matters.
Requirements
  • 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.

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