Job Summary: This position involves responsibility for the full range of administrative functions for the Planetary Sciences Department in the Division of Geological and Planetary Sciences (for faculty, research staff, postdoctoral scholars, graduate students, and visitors). This includes general and human resources functions, financial management, and ensures the continuity of day-to-day departmental operations. This position involves close interaction with the GPS Division Administrator and Senior Staff. This position identifies as an Organizational Critical position. In the event of an emergency at Caltech, an Organizational Critical employee is expected to report to campus as soon as possible to assist in division/department response and recovery efforts.
Coordinate with division office and Caltech departments on personnel and fiscal management.
Manage the federal and non-federal sponsored awards program for the department, including oversight of all pre- and post-award duties to ensure compliance with technical and financial terms and conditions as set by each sponsor, and in compliance with institute policies and division procedures.
Oversee financial projections, and transactions such as cost transfers, review of payroll confirmation reports, and timely submission of annual and final technical reports.
Oversee and manage travel and purchasing activities, and approval of expenses including WICs (web internal charges) with adherence to allowability and proper allocation of costs.
Oversee department petty cash custodian.
Oversee equipment inventory. Notify Property Management and sign off on equipment relocation and disposal.
Interact closely with Human Resources office regarding recruitment, terminations, and employee relations needs.
Process personnel transactions, and manage staff labor scheduling, and payroll approval.
Supervise, train, schedule and monitor the work of administrative staff.
Assist with space allocation for staff, students, postdocs and visitors.
Coordinate department seminars.
Authorize and track building access with Campus Security Department and Caltech lock shop.
Act as liaison with Facilities Management Department and their service center by coordinating and scheduling services and repairs in the department, and notify occupants of any utility shutdowns.
Maintain emergency contact list for labs, and work with Safety Department to comply with safety regulations.
Act as Building Coordinator back-up to faculty, and coordinate Floor Wardens and Group Safety Officers for emergency preparedness. Track safety training for the department to assure compliance with Division and Institute procedures.
Participate in meetings, programs, and activities as they relate to institute business practices, and supervisory duties.
Other duties as assigned
BA degree or equivalent, plus 3 years of grants management experience with federal and non-federal awards.
Excellent communications and interpersonal skills. Must be able to effectively interact with members, on all levels, of the campus community.
Ability to interpret and apply advance knowledge of division, institute and sponsored agency policies to ensure compliance and resolve issues.
Excellent organizational skills with the ability to manage multiple projects and priorities and meet challenging and changing deadlines.
Detail and results oriented with strong anticipatory instincts
Ability to manage and organize multiple projects with multiple deadlines.
Strong understanding of financial and general accounting principles with the ability to research and analyze data.
Demonstrate independent judgement and initiative.
Excellent computer skills.
BA degree in Business Administration, Accounting, or related field with Oracle and/or Caltech experience is strongly preferred.
Human resources related experience.
Previous supervisory experience or lead experience in a business environment.
To be considered for this position please visit our web site and apply on line at the following link: jobs.caltech.edu
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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