Program Administrator for the Center for Technology and Management Education
Job Category: Fulltime Regular
Job Summary: The Caltech Center for Technology and Management Education develops and offers customized education programs for professionals in technology-based organizations. The Program Administrator is responsible for essential finance, program production and administrative operations supporting courses offered at domestic and international company locations as well as on the Caltech campus. Key responsibilities include finance processing, instructional program material proofing, customer relations, event planning and execution, and program registration.
Job Duties: Paying instructors, processing travel reimbursements, processing course participant payments Producing draft proposal responses to customer requests; writing and proofreading e-mails and letters to technology executives to address diverse customer requirements Planning company specific events; executing detailed logistics related to events held at Caltech and at domestic and international companies; setting-up and breaking down campus classrooms Drafting company agreement letters Drafting instructor agreement letters Producing participant course completion documents and certificates Independently acquiring, reviewing/proofing, produce and distributing client-specific course material masters from corporate-based instructors; coordinating timely production of high quality, accurate, customer-unique course materials; ensuring proper lead time for shipments to both domestic and international customer locations Detailed proofing course materials for grammar and spelling Communicating verbally and in writing with clients and course instructors Providing proactive customer service and support by responding to a broad range of inquiries from corporate customers and Center instructors; providing diverse details in a timely and accurate manner Coordinating and administering registration system; identifying and recommending processing improvements and integration of registration activity with other Center processes Facilitating and supporting participant attendance transfer, rescheduling, cancellations according to specific customer systems as integrated with the Centers systems Maintaining detailed attendance records; acknowledging participant completion of Center programs under tight deadlines Coordinating processing of individual participant and company accounts payables and accounts receivables in accordance with individual customer schedules and reimbursement procedures as well as Caltech Center procedures; processing specific education reimbursement requests for individual participants Ordering instructional and office materials as required Additional tasks as needed may require driving to off-site locations
Basic Qualifications: The Program Administrator must have: Excellent organizational skills and demonstrate initiative in independently solving problems with high energy, a positive attitude, curiosity, and a commitment to continual improvement Ability to work independently with flexibility, efficiency, enthusiasm and diplomacy both individually and as a member of multiple teams Ability to independently prioritize and execute multiple tasks; meet tight deadlines; attention to detail; work in a demanding and changing environment Communicate effectively verbally and in writing with corporate executives; draft relevant, grammatically correct communications Proven customer service skills with a sense of urgency and responsiveness to industry business needs Proven ability to effectively communicate with industry/executive instructors Ability to represent the Center at customer events and promote the Centers programs to technology based industry in a professional manner Excellent grammar/proofing skills Excellent PC skills including proficiency in Word, Excel and PowerPoint Proven ability to perform as a team player in a fast paced environment required 5+ years related work experience in industry in a business operation supporting management activitiesOther Information: Ability to work after hours (evenings and week-ends) as required Must have access to transportation during working hours Must have a valid drivers license and be able to maintain it throughout the course of employment Must be able to be on call at times and to respond to after-hours challenges within 30 minutes Must be able to lift 40 lbs. occasionally of office supplies etc. Finance background check required
Bachelors degree minimum in business administration, communications or marketing
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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The California Institute of Technology (Caltech) is a world-renowned science and engineering research and education institution, where extraordinary faculty and students seek answers to complex questions, discover new knowledge, lead innovation, and transform our future.