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.

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 notices 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 supportto 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.

• Bachelor's degree.
• 6+ years of progressively responsible administrative support experience, including budgetary oversight and financial management.
• Knowledge of relevant software, including Word, Excel, PowerPoint, as well as email and calendaring programs, and Internet systems.
• Highly organized with the ability to work independently, manage competing priorities, and accomplish assigned tasks with a high level of accuracy and in a timely manner.
• Excellent interpersonal relations skills and effective oral and written communication skills necessary to interface with external partners, faculty, students, and visitors in a professional manner.
• Demonstrated good judgment and initiative.
• Strong word processing and proofreading skills.
• Professional, detail-oriented, and proactive.
• Ability to interpret and apply knowledge of Division, Institute, and external guidelines to resolve issues and/or problems.
• Ability to manage and organize multiple projects with multiple deadlines.

• Knowledge of Caltech policies and procedures.

• Resume