Operations Manager

1 day ago

Pasadena, California, United States Caltech (California) Full time
Job Summary

The Operations Manager will play a critical role in developing and implementing programs and initiatives that promote an inclusive campus environment at Caltech. This position will oversee programming, fiscal matters, staff administration, and office infrastructure, while coordinating multifaceted programs targeted at historically minoritized populations. The successful candidate will possess excellent problem-solving skills, independence, and the ability to work with diverse constituents.

Key Responsibilities
  • CCID General Support
    • Coordinate programming and activities to promote inclusion, diversity, equity, and accessibility at Caltech.
  • CCID Office Management
    • Develop new procedures and processes to improve the effectiveness of the Center, including timelines to meet deliverables.
    • Manage departmental budgets, endowments, and discretionary funds, including projecting, budgeting, monitoring, correcting, and reporting using Oracle business systems.
    • Assist with management of CCID's calendar, institute calendar, team up, ION, public events, and coordinate with directors, managers, and colleagues across campus to ensure smooth and effective programming and accuracy.
    • Coordinate new hire onboarding processes, as well as reviewing, hiring, and training new seasonal staff and student workers.
    • Provide administrative oversight of departmental personnel relations, including payroll, timekeeping, employee records (full-time staff, student, and seasonal staff).
    • Manage CCID's supply inventory and maintain space, furniture, technology, and equipment used by the department, including repair, maintenance, and upgrades. Control keys and access, schedule use of classrooms and common facilities.
    • Maintain and enhance departmental safety procedures to ensure compliance with Institute policies and standards; ensure continuity of operations during emergencies.
  • CCID Signature Programming Support
    • Coordinate programming, logistical support, and expenditures for all department programs, including signature programs like Mellon Mays Undergraduate Fellowship (MMUF), First-Year Success Research Institute (FSRI), and Celebration of Excellence (COE).
    • Liaise with various offices on campus on matters related to inclusion, diversity, equity, and accessibility, including Dining Services, OSE, CALE, Human Resources, etc.
  • CCID Student Leadership Support
    • Supervise three student assistants to advance the goals of Caltech's inclusion, diversity, equity, and accessibility initiatives through their work.
    • Advise and support student clubs and organizations with connection to the CCID.
  • CCID Leadership Support
    • Assist the department leads and program coordinator with the quarter and end of the year reports, including maintaining timelines, event, and assessment reports.
    • Coordinate and execute the daily operations of the Director's office.
    • Perform other duties as assigned.
Requirements
  • Bachelor's Degree or equivalent with 2 years progressively responsible administrative experience.
  • Ability to perform moderately complex functions requiring the application of standard techniques and/or procedures.
  • Ability to deliver effective customer service and support to internal and/or external customers.
  • Ability to interact with various levels of management and/or faculty and students.
  • Proven expertise in basic financial and accounting principles with the ability to research and analyze data.
  • Proficient computer skills including Excel, Word, PowerPoint, and Oracle.
  • Ability to work with and support a diverse group of students with an emphasis on those who are underrepresented minorities and LGBTQ+ individuals.
  • The ability to collaborate effectively with a variety of staff, faculty, and students.
  • Ability to meet deadlines while working in a complex and fast-paced organization.

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