Department Operations Administrator, Human Resources

Published
WorkplacePasadena, California, USA
Category
Position
Department Operations Administrator, Human Resources 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. Job Summary The Caltech Human Resources department is an integral part of Caltech’s vibrant community, collaborating with organizations throughout our campus and beyond to provide services, guidance, training, and compliance. We are a team of Human Resources professionals who are committed to our workforce and to supporting Caltech’s mission to expand human knowledge and benefit society through research integrated with education. Reporting to and working closely with Caltech’s HR leadership, the Human Resources Department Administrator will contribute to a team dedicated to nurturing the professional growth and collaboration of a healthy, resilient, and engaged community. The successful candidate will handle administrative support, budget oversight, and help coordinate various departmental needs. Join our team and learn how Caltech HR advances our core values: engagement, collaboration, and growth . Essential Job Duties Operational Support Manages complex schedules and calendaring for the Associate Vice President for HR/Chief Human Resources Officer (AVP/CHRO), and the Assistant Vice President for HR. Provides support and coordination of special projects initiated by the AVP/CHRO or Assistant Vice President. Prepares presentations and draft documents for the AVP/CHRO. Provides event coordination, managing arrangements and budgets for department-wide events. Attends HR senior staff meetings to take and distribute meeting minutes. Budget and Resource Coordination Uses Oracle reporting tools to independently monitor HR budget performance. Generates regular and ad-hoc analytical reporting. Manages expense report reconciliation, including travel and P-cards. Coordinates workplace resources such as computers, desk equipment, furniture, and supplies. Coordinates office space and equipment set-up for HR new hires. Coordinates office space usage to reflect hybrid remote work schedules. Acts as Building Emergency Coordinator, coordinating Floor Wardens for emergency preparedness. Communication and Customer Service Provides a high level of customer experience for all constituents. Emphasizes diplomacy, discretion, and follow-through with all parties. Exercises independent judgment and maintains a high level of confidentiality. Interfaces with outside vendors. Acts as the HR liaison for campus services. Coordinates Institute policy updates. Ensures timely postings on the Caltech website and coordination with JPL; maintains accurate records and archives of current and past issues of policies. Works closely with strategic communications staff to update Institute policies for timely publication. Other duties as assigned. Basic Qualifications 8+ years of administrative support experience. Effective communication and excellent customer service skills. Ability to skillfully interact with constituents at all levels, including staff, faculty, students, trustees, and Institute administration, while maintaining strict confidentiality. Strong attention to detail and accuracy. Experience coordinating office operations. Budgeting, reconciliation, and analytical reporting experience. Experience using Microsoft Office 365 products. Familiarity with website content management. Ability to exercise independent judgment and initiative. Strong organizational skills. Preferred Qualifications Previous Caltech or academic environment experience. Previous experience with Oracle data systems and electronic purchasing systems. Previous experience managing multiple calendars with competing priorities. Required Documents Resume
Apply online
In your application, please refer to myScience.org and reference JobID 2956990.


Related News

17 June 2024
ETH research supply support to the Swiss state

30 April 2024
Racial bias is no ’false alarm’ in policing

16 May 2022
More officer-involved shootings in states that dropped concealed carry permit requirements


» More news