Position Description

Grants and Operations Manager

Job Category
Fulltime Regular

ExemptOvertimeEligible
Exempt

Benefits Eligible
Benefit Based

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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.

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Job Summary

Under general direction, this position provides management and coordination of a variety of routine administrative and financial duties for the Planetary Sciences Department in the Division of Geological and Planetary Sciences. Responsibilities include supervision of administrative staff, research administration, human resources, purchasing, building management, and continuity of day-to-day operations. Duties involve close interaction with the GPS Division Operations Officer.

Essential Job Duties

• Oversees all aspects of pre- and post-award research administration duties, including submission of proposals and set-up and management of grants and discretionary funding, with emphasis on compliance with sponsor guidelines, Institute policies, and division practices. Oversees financial and non-financial post-award duties, including financial projections and related transactions, timely submission of technical reports, and review of Payroll Distribution Confirmation reports. Acts as primary source of guidance to Principal Investigators and staff as needed.
• Reviews and approves expenditures and payments, purchase orders, invoices, and expense and travel reports, with emphasis on cost allowability principles and Institute deadlines. Monitors petty cash fund.
• Handles human resources duties for administrative and research staff, including recruitment and terminations, labor scheduling, timecard review and approval, and performance reviews. Handles Annual Compensation Evaluation program. Works with HR department regarding employee relations needs. Provides account information monthly to division staff for graduate student and postdoc labor scheduling.
• Directly supervises administrative staff, creates and implements training, and assigns duties. Develops and implements department procedures and processes to meet goals and deadlines. Identifies and creates new methodologies to improve internal efficiencies.
• Handles and coordinates building/facilities maintenance and small rehab projects. Schedules services and repairs. Notifies occupants of utility shutdowns.
• Inspects facilities to ensure proper use of equipment and supplies, and that various equipment and structures are in good working condition and properly maintained. Oversees disposition of equipment (disposal, relocation, etc.) and oversees biennial equipment inventory project.
• Manages office space for staff, students, postdocs, and visitors. Authorizes and tracks building access and issues keys. Handles biennial Space Study Survey.
• Assists with compliance of safety requirements. Acts as Building Emergency Coordinator back-up to faculty, and coordinates Floor Wardens and Group Safety Officers for emergency preparedness. Tracks safety trainings to ensure compliance with division and Institute procedures.
• Oversees onboarding of guests, volunteers, external affiliates, and visiting student researchers.
• Oversees coordination of seminars and special events.
• Provides information and guidance to departmental faculty and administrative staff, including interpretation and application of various policies and procedures. Provides sound and effective solutions to complex problems and issues.
• Participates in meetings, programs, and trainings related to supervisory duties, Institute business practices, and department/division operations. May act as division liaison.

Basic Qualifications

• Bachelor’s degree and five years of supervisory or management experience.
• Excellent communication and leadership skills. Must be able to effectively interact with a variety of campus community members, including faculty, students, postdocs, and staff.
• Strong understanding of financial and general accounting principles with the ability to research and analyze data.
• Excellent organizational skills with the ability to manage multiple projects and priorities and meet challenging and changing deadlines.
• Detail-oriented with strong anticipatory instincts.
• Demonstrates independent judgement and initiative.

Preferred Qualifications

• Experience with human resources and grants management duties.
• Knowledge of Caltech’s operations, systems, and policies and procedures.

Required Documents

• Resume
• Cover Letter

Hiring Range

$86,300 to $99,900 per year

The salary of the finalist(s) selected for this role will be set based on a variety of factors, including but not limited to, internal equity, experience, education, specialty and training.

As one of the largest employers in Pasadena, CA, Caltech is committed to providing comprehensive benefits to eligible employees and their eligible dependents. Our benefits package includes competitive compensation, health, dental, and vision insurance, retirement savings plans, generous paid time off (vacation, holidays, sick time, parental leave, bereavement, etc.), tuition reimbursement, and more. Non-benefit eligible employees will have access to some benefits such as onsite counseling and sick time. Learn more about our benefits and staff perks.