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Job Summary Under minimal supervision this position involves responsibility for a wide range of administrative duties for the professors and their research groups in the North Mudd building (laboratories), and will supervise the department's administrative staff. This includes pre- and post-award research administration duties, human resources functions, and special building projects and maintenance. This position involves close interaction with the GPS Division Administrator, Senior Staff, and interaction with a variety of campus departmental and division personnel.
Job Duties - Manage all pre- and post-award duties to ensure compliance with sponsor's guidelines, and award terms and conditions; government rules and regulations; Institute policies; and Division procedures - Review and oversee the completion of non-scientific portions of proposals including budget development; proactively identify issues and special conditions for the Chair's approval - Handle financial projections and review of monthly Funds Management Reports to monitor allowability of costs, and prevent over or under spending of all accounts (sponsored, gift, endow) - Monitor accounts closely during last 90-days for closeout purposes - Submit financial transactions such as cost transfers and budget realignment requests; request no-cost extensions - Monitor the timely submission of annual and final technical reports, semi-annual payroll distribution confirmation reports, and annual Conflict of Interest Disclosure submissions - 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 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, 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 - Authorize and track building access with campus Security Department, Lock shop, and Division Office - 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 and trainings as they relate to Institute business practices, and supervisory duties - Other duties as assigned
Basic Qualifications - BA degree or equivalent, plus 3 years of grants management experience with federal and non-federal awards - Excellent verbal and written communication 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 - Comprehensive understanding of general accounting principles with the ability to research and analyze data - Demonstrate good judgement, initiative, patience, and diplomacy - Proficiency with standard office software, and ability to operate various financial and administrative computer programs
Preferred Qualifications - BA degree in Business Administration, Accounting, or related field - Oracle and/or Caltech experience is strongly preferred - Human resources related experience - Previous supervisory experience or lead experience in a business environment.
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.