Aerospace Department Administrator
Job Category: Fulltime Regular
The Department Administrator oversees fiscal matters, department administrative staff, building management, and provides support for the academic programs in the Aerospace Department (GALCIT).
This position requires a high level of independence, responsibility, organization, discretion, and excellent problem solving skills.
The successful candidate will have proven abilities to work with a wide array of constituents in a multi-faceted administrative role. Reports to the Director of GALCIT and the EAS Division Administrator. Also supports the Center for Autonomous Systems and Technologies (CAST) in collaboration with the Aerospace Research Laboratories Manager, and as directed by the Director of GALCIT.
The Department Administrator for GALCIT is a member of the combined leadership team with the GALCIT Director and the Aerospace Research Laboratories Manager, participating in the strategic planning for the department, including setting procedures, goals, and objectives; budgeting; development; and communications.
Is a member of the EAS Division Administrative Council, which includes the Division Administrator, the Division Finance Manager, and the EAS Department Administrators
Manage departmental finances, including general budget, gift, and endowment funds; provide financial oversight of department recharge centers, events, programs, and special projects. This includes projections, budgeting, monitoring, correcting, and reporting functions using Caltechs Oracle business systems.
Along with departments faculty members, provide administrative supervision for the department staff (Research Laboratories Manager, Options Manager, administrative assistants), including payroll, timekeeping, and employee records. Responsible for hiring, reviewing, disciplining, and terminating staff employees, as well as interpretation and compliance with Institute and EAS Division policies and procedures. Conduct periodic performance reviews for department staff. Recommend and/or request training opportunities. Hold regular staff meetings.
Coordinate with the EAS Division Office and other Caltech support offices on personnel and fiscal management. Act as a liaison with other Campus units and departments including Finance, Cost Studies, Development, Alumni Office, and others.
Coordinate and attend the monthly GALCIT Faculty meetings and follow up as directed on decisions and actions determined at the meetings.
Provide guidance to Options Manager regarding administration of graduate student programs including recruiting, financial support, office assignments, TA and fellowship budgets, etc.
With the Director and the Aerospace Research Laboratories Manager, will establish the operational structure of CAST. Participate in design and construction reviews of the CAST facility as it is being built.
Manage and oversee the communications activities of the Department through electronic and print media, including distribution of information to and within the Department. Responsible for website development, implementation, and maintenance; produce content and monitor updates to the GALCIT and CAST web pages and directories.
Provide support and strategic input for high profile events and programs with significant visibility and impact on the reputation of GALCIT, CAST, the Division and/or the Institute (e.g., workshops, symposiums, STEM Programs, Biennial Space Challenge). Working with the Director, manage and direct GALCIT and CAST outreach efforts to students, colleagues, industry partners, and alumni via print and digital media; special events and programs; conferences; public relations; and public outreach activities.
Work with the Director and DIR (Development and Institute Relations) to expand the fundraising activities of GALCIT by re-energizing existing advisory board. With the Director, set goals and establish a plan for CAST development activities. Contribute to fundraising of both the Center and the Department through proposal writing and proofreading.
Assist the Director of GALCIT by prioritizing and tracking long and short-term projects to provide progress reports as needed and insure timely completion. Work closely with the Aerospace Research Laboratories Manager on special projects and routine tasks for the benefit of the Department.
Develop new procedures and processes to improve the overall effectiveness of the Department (e.g. procedures for welcoming/announcing visitors, new postdocs and staff; tracking alumni and donors).
Manage student, visitor and faculty office assignments; is the approver for security access/keys. Manage calendar for classroom usage.
Supervise assistant in the daily operation of the Directors office.
Other duties as assigned.
BA degree or equivalent combination of education and experience including.
At least six years of experience with modern electronic business systems and personnel management in an academic or business environment.
Previous supervisory or lead experience in a complex business environment.
Proven ability to work independently with minimal supervision, handle multiple concurrent tasks, and learn new skills rapidly.
Must have excellent verbal communication skills and the ability to work effectively with staff, students, and faculty with varying cultural backgrounds.
Must have excellent written communication skills, including punctuation, grammar and spelling.
Must have excellent math/accounting skills, and experience with monitoring budgets, performing financial analysis, and developing budget projections.
Proficiency with Word, Excel, Outlook, PowerPoint, and Access.
BA degree in Business Administration, Accounting, or related field.To be considered for this position please visit our web site and apply on line at the following link: jobs.caltech.edu
Caltech or other work experience in an academic setting.
Experience with Oracle or Caltech accounting and reporting software and procedures is strongly preferred.
Experience interacting with various levels of management and/or faculty on sensitive and confidential matters.
Outstanding interpersonal skills with the ability to communicate clearly and tactfully.
Ability to prioritize and organize work using good judgment and able to work independently to accomplish tasks.
Flexibility to deal with varied workload and deadlines.
Proven ability to provide leadership/direction to support personnel.
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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