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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 Hiring Range
$102,000 - $140,000 Per Year
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.
EEO Statement
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 eeoc self print poster.pdf.
Disability Accommodations
If you would like to request an accommodation in completing this application, interviewing, or otherwise participating in the employee selection process, please direct your inquiries to Caltech Recruiting at .