CAST Operations Manager

WorkplacePasadena - California - USA
Category
Position
Published
CAST Operations Manager 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 CAST Operations Manager will provide ļ¬nancial and operational management and oversight, as well as broad support to the Director of CAST and to active faculty using the lab, to ensure the smooth organization and operation of research eļ¬€orts.

This role supports the CAST Director in the ļ¬nancial management and implementation of programs and initiatives that directly support research and enhance the visibility of CAST, including participation in showcasing its research and achievements to both internal and external audiences.

It requires the ability to calibrate quickly to disparate audiences, an ease and command of clear, tactful language, and a high level of discretion.

Essential Job Duties

Budget Management: Manage the segment of the CAST operational budget represented by discretionary funds. This includes projecting, budgeting, monitoring, and transferring funding and costs when necessary. Create regular and ad hoc summary, installment, and cost detail ļ¬nancial reports. Program Management and Administration: Serve as one of two main points of contact for the campus community, corporate sponsors, and CAST faculty and staļ¬€, providing proactive notifications and responses to inquiries to facilitate the operations of CAST.

Administer the annual CAST Grant Program from solicitation through the award process to the setup of awarded funding. Execute outreach strategies using various media to promote CAST research activities within Caltech as well as to external audiences, as instructed by the Director.

Manage and maintain the CAST website, ensuring accurate and up-to-date information is readily available. Communicate Caltech and external reporting requirements to relevant personnel and provide documentation for various annual donor reporting requirements.

Administer paperwork and procedures for all classiļ¬cations of incoming researchers: guests, postdocs, and visiting scientiļ¬c researchers.

Function as backup administrative support to the Assistant to the Director during their time away from the oļ¬ƒce. Procurement: Handle purchasing and procurement for the lab. Process and manage travel arrangements and reimbursement requests for research staļ¬€, graduate students, visitors, and aļ¬ƒliates as needed.

Event Planning and Coordination: Provide event coordination and support for annual meetings, industry days, strategic and scientiļ¬c board meetings, site tours, workshops, and seminars, ensuring smooth and eļ¬€ective programming in direct partnership with the Director-s Administrative Assistant.

In partnership with the Assistant to the Director, execute event logistics, including travel arrangements, budget management, and event activities, for visitors, social events, and other program activities.

Other duties as assigned.

Basic Qualifications

Bachelor’s degree. 4+ years of progressively responsible administrative support experience, including budgetary oversight. Knowledge of relevant Microsoft Office software. Highly organized with the ability to work independently, manage competing priorities, and accomplish assigned tasks with a high level of accuracy and efficiency.

Excellent interpersonal skills and effective oral and written communication skills are required to interface with our external partners, faculty, students, and visitors.

Demonstrated good judgment and initiative. Ability to interpret and apply knowledge of Division and Institute guidelines to resolve issues and solve problems. Ability to manage multiple projects with multiple deadlines.

Required Documents

Resume
Apply online
In your application, please refer to myScience.org and reference JobID 3215249.


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