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 purpose of Development and Institute Relations (DIR) is to foster a thriving and engaged community of support for Caltech. By connecting the people who share and support Caltech's mission and values, we will ensure the Institute receives the necessary resources to achieve Caltech's aspirations and sustain its excellence in teaching, research, and scholarship in perpetuity. DIR team members embrace and uphold the values of diversity, integrity, respect, focus, and pride.
Reporting to the Director of Finance and Facilities in Advancement Services, the Finance and Facilities Specialist provides high-level administrative support to ensure smooth and successful facility operations, special projects, and employee on-boarding and off-boarding for a staff of 127 FTE. The Finance and Facilities Specialist is an integral position who works with all members of the DIR staff and creates partnerships across campus with Caltech Facilities, IMSS, Office of Strategic Communications and Human Resources.
Administer the day-to-day activities of the Director of Finance & Facilities in Advancement Services.
Act as a back-up when director is absent and be on-call for department emergencies.
Identify, coordinate and follow-up on facilities requests in The Q (tracking system). Complete and close tickets when appropriate.
Maintain records regarding physical plant services (transportation, repairs, telephones, signage and key control), record-keeping and distribution of Millikan keys and building access for DIR staff.Update DIR internal directories, electronic distribution lists, floor plans and staff rosters.
Perform quarterly review and audit of staff access to Advance, FOB, Events and Provenue databases and document results.
Coordinate and/or independently manage moving of computers, monitors, printers, phones, etc., along with other details associated with moves and securing needed resources such as transportation, telecommunications and IMSS staff.Effectively manage the calendar and timeline for facility moves and anticipate what the Director needs in order to be prepared for a demanding and continually evolving schedule.
Independently plan, organize, and complete special projects as assigned.Projects may range from small ad hoc projects involving managing the work of internal partners or external vendors to complex projects such as the relocation of an entire team. Responsibility includes ownership of project timelines and deliverables, keeping the director informed as appropriate to the scope, level and nature of the project.
Manage the employee set-up of the new hire process by opening help desk tickets, provisioning shared drive access, and ensuring workstations are equipped with computer and phone.Meet with the new hire, provide training on Kronos, Access applications, voicemail set-up, CASE enrollment, The Q, and emergency preparedness.Provide training resources for Advance, Oracle, Data Warehouse, Techmart, CardQuest and provide general DIR and campus information.
Manage the process for off-boarding separating and transferring team members.
Serve as the Sharepoint content manager for Finance and Facilities.
Serve as the DIR back-up payroll activity monitor (PAM) demonstrating detailed knowledge of Caltech regulatory mandates, policies and practices.Provide assistance as needed for timekeeping and serve as a resource for exempt, non-exempt staff and timecard approvers.
Independently handle sensitive and confidential matters.
Assist with planning, implementation, and documentation of DIR Emergency Preparedness Plan and other safety and security initiatives including AED, First-Aid and ergonomic training.
Monitor, reconcile and assist with developing projections and reports related to the Director's operating budget.
Organize the Ricoh printer database for DIR staff and set-up new employees.
Assist with space planning.
Sort and distribute mail daily.
Order coffee and office supplies as needed.
Other duties as assigned.
BA degree or equivalent with a minimum of three years of progressively responsible administrative experience.
High level of analytical skills and strong attention to detail with excellent follow through.
Excellent organization and time management skills and capable of managing and prioritizing multiple assignments with meticulous attention to detail and accuracy.
Tact, discretion, diplomacy; experience and judgmentdealappropriatelywithconfidential information. Well-spoken and poised, with the highest standards of professionalism maintained at all times.
Someone who can work independently and operate with a high level of autonomy.
Strong customer service orientation or help desk experience with friendly demeanor. Ability to interface with all levels of staff including leadership and external customers.
Strong proficiency with Microsoft Office applications including demonstrated ability with Excel, Word and Power Point.
Excellent written and verbal communication skills and interpersonal skills, with the ability to communicate clearly, tactfully and persuasively within Caltech and to external constituents.
Ability to work effectively in a high-volume and fast-paced environment.Ability to stay organized and prioritize effectively with competing priorities, multiple interruptions and tight deadlines.
Strong orientation to teamwork and ability to bring others together to solve problems and balance competing priorities effectively.
Ability to take appropriate initiative to organize, coordinate and follow through on all aspects of assignments.
Previous experience at Caltech; familiarity with institute policies.
We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.
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The California Institute of Technology (Caltech) is a world-renowned science and engineering research and education institution, where extraordinary faculty and students seek answers to complex questions, discover new knowledge, lead innovation, and transform our future.
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