"CAST Operations Manager"

CAST Operations Manager

Caltech
Job Category: Fulltime Regular
Exempt Overtime Eligible: Overtime Eligible
Benefits Eligible: Benefit Based

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 financial 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 efforts. This role supports the CAST Director in the financial 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 financial reports.
• Program Management and Administration: Serve as one of two main points of contact for the campus community, corporate sponsors, and CAST faculty and staff, 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 classifications of incoming researchers: guests, postdocs, and visiting scientific researchers. Function as backup administrative support to the Assistant to the Director during their time away from the office.
• Procurement: Handle purchasing and procurement for the lab. Process and manage travel arrangements and reimbursement requests for research staff, graduate students, visitors, and affiliates as needed.
• Event Planning and Coordination: Provide event coordination and support for annual meetings, industry days, strategic and scientific board meetings, site tours, workshops, and seminars, ensuring smooth and effective 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.

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