CAST Operations Manager

Overview

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.

• Budget Management:
  Manage the segment of the CAST operational budget represented by discretionary funds. This includes projecting, budgeting, monitoring, and transferring funding and costs when necessary. Create regular and ad hoc summary, installment, and cost detail financial reports.
• Program Management and Administration:
  Serve as one of two main points of contact for the campus community, corporate sponsors, and CAST faculty and staff, providing proactive notifications and responses to inquiries to facilitate the operations of CAST. Administer the annual CAST Grant Program from solicitation through the award process to the setup of awarded funding. Execute outreach strategies using various media to promote CAST research activities within Caltech as well as to external audiences, as instructed by the Director.
  
  Manage and maintain the CAST website, ensuring accurate and up-to-date information is readily available. Communicate Caltech and external reporting requirements to relevant personnel and provide documentation for various annual donor reporting requirements. Administer paperwork and procedures for all classifications of incoming researchers: guests, postdocs, and visiting scientific researchers. Function as backup administrative support to the Assistant to the Director during their time away from the office.
• Procurement:
  Handle purchasing and procurement for the lab. Process and manage travel arrangements and reimbursement requests for research staff, graduate students, visitors, and affiliates as needed.
• Event Planning and Coordination:
  Provide event coordination and support for annual meetings, industry days, strategic and scientific board meetings, site tours, workshops, and seminars, ensuring smooth and effective programming in direct partnership with the Director's Administrative Assistant. In partnership with the Assistant to the Director, execute event logistics, including travel arrangements, budget management, and event activities, for visitors, social events, and other program activities.

• Bachelor's degree.
• 4+ years of progressively responsible administrative support experience, including budgetary oversight.
• Knowledge of relevant Microsoft Office software.
• Highly organized with the ability to work independently, manage competing priorities, and accomplish assigned tasks with a high level of accuracy and efficiency.
• Excellent interpersonal skills and effective oral and written communication skills are required to interface with our external partners, faculty, students, and visitors.
• Demonstrated good judgment and initiative.
• Ability to interpret and apply knowledge of Division and Institute guidelines to resolve issues and solve problems.
• Ability to manage multiple projects with multiple deadlines.

• Resume

Hiring Range: $29.00 to $39.00 per hour

The salary of the finalist(s) selected for this role will be set based on a variety of factors, including but not limited to internal equity, experience, education, specialty and training.

As one of the largest employers in Pasadena, CA, Caltech is committed to providing comprehensive benefits to eligible employees and their eligible dependents. Our benefits package includes competitive compensation, health, dental, and vision insurance, retirement savings plans, generous paid time off (vacation, holidays, sick time, parental leave, bereavement, etc.), tuition reimbursement, and more. Non-benefit eligible employees will have access to some benefits such as onsite counseling and sick time.

Learn more about our benefits and staff perks.

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity, or national origin, disability status, protected veteran status, or any other characteristic protected by law.

Caltech is a VEVRAA Federal Contractor.

To read more Equal Employment Opportunity (EEO) go to .

Caltech complies with the Fair Employment and Housing Act (FEHA) and the Americans with Disabilities Act (ADA). We consider reasonable accommodation measures that may be necessary for eligible applicants and employees to perform the essential functions of a position.

If you would like to request an accommodation to complete this application, interview, or otherwise participate in the employee selection process, please contact Caltech Recruiting at employment.

Additionally, if you do not meet the basic qualifications of a role but believe you can perform the essential functions of the job with reasonable…