Division Chair Assistant and Faculty Affairs Manager

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Job Summary

This is a senior administrative staff position reporting jointly to the Division Chair and the Division Operations Officer (DOO) for the Division of Biology and Biological Engineering (BBE).

Manage, direct, and oversee all administrative functions for the Division Chair's office. In addition, oversee and direct all administrative functions in the area of faculty affairs.

Act in an advisory role to the Chair, DOO, faculty, and administrative staff on academic guidelines and policies of the Institute related to faculty appointments. Ensure that all aspects of faculty affairs are maintained and sustained through oversight of goals and deadlines.

Essential Job Duties

• Assist in the execution of the Division Chair's responsibilities. Maintain and manage the Division Chair’s calendar, scheduling appointments, meetings, and events. Coordinate and confirm meeting logistics, including room reservations, A/V setup, and catering as needed. Prioritize and resolve scheduling conflicts in a timely manner.
• Arrange travel plans for final candidates of faculty searches, including booking flights, accommodations, and transportation. Prepare travel itineraries and reconcile expense report.
• Act in an advisory role to the Chair on faculty matters, personnel issues, and division alumni.
• Communicate with the Provost's office and Human Resources, as applicable, regarding academic/faculty appointments, lecturer requests, and other matters.
• Independently respond to routine requests, using excellent judgment and discretion in referring complex or special requests to the Chair and other members of the Division.
• Oversee and execute all administrative/operational requirements involved in hiring of faculty through search committees, ensuring compliance with legal aspects of search and hiring policies.
• Advise search committees on Institute policy for hiring, and assist with meeting organization. Prepare and submit advertisements, gather applications, and hire documentation.
• Liaison with candidates.
• Working with Divisional Events Coordinator, ensure all arrangements for travel, seminars, interviews, and meetings are scheduled appropriately.
• Reconcile and track expenses for the same.
• Directly coordinate and manage appointments and hiring of Visiting Faculty, including Moore Scholars. Includes records to be used as a reference for others in the division.
• Determine content of all material to be presented to IACC and Board of Trustees, including timeliness of sequential presentation to ensure that deadlines and legal requirements are met.
• Gather all material required for review and manage distribution to appropriate centers.
• Facilitate faculty tracking committees, from initial hire through reappointment, tenure, and promotion.
• Provide support for faculty awards committee.
• Coordinate and attend Division faculty meetings.
• Record notes and meeting minutes for faculty distribution. Provide information at the meetings relative to academic/faculty issues.
• Act as a liaison to Foundation relations in disseminating funding opportunities; coordinate with them on proposals and provide information needed for reports.
• Review appointment forms and grant proposals for institute compliance before they are signed by the Chair; seek clarifications as necessary. Ensure that records and files remain confidential.
• As backup to DOO, review and work with faculty on their Conflict-of-Interest disclosures, consulting with Chair as needed.
• Approve on behalf of the division.
• Working with the Division Events coordinator, organize and execute oversee social and academic functions and seminars.
• Act as liaison between the Chair’s office and Institute administration.
• Plan, direct, and execute special projects.
• Other duties as assigned.
  
  

Basic Qualifications

• Bachelor’s degree or equivalent experience
• 5 years of progressively responsible administrative experience.
• Excellent written and verbal communication skills, interpersonal skills, and the ability to communicate clearly and tactfully.
• Superior electronic organization skills, deploying shared files and folders, Box, OneDrive, One Note, etc. to ensure documents are readily available to Chair and DOO.
• Ability to organize and coordinate activities/projects and follow through on all aspects of assignments.
• Ability to be proactive in identifying potential problems and taking action to avoid them.
• Ability to resolve complex and sensitive problems requiring non-standard techniques and/or procedures.
• Ability to work effectively with multiple interruptions, conflicting priorities, and tight deadlines.
• High degree of independent judgment and the ability to handle confidential information with discretion and tact.
• Ability to interact with multiple levels of senior management and/or faculty.
  
  

Preferred Qualifications

• Experience with Caltech Administrative Applications.
• 7 years of related experience preferred.
  
  

Required Documents

• Resume.
• Cover Letter.
  
  

Hiring Range

$82,000 - $101,000 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

EEO Statement

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity, or national origin, disability status, protected veteran status, or any other characteristic protected by law.

Caltech is a VEVRAA Federal Contractor.

To read more Equal Employment Opportunity (EEO) go to eeoc_self_print_poster.pdf.

Disability Accommodations

If you would like to request an accommodation in completing this application, interviewing, or otherwise participating in the employee selection process, please direct your inquiries to Caltech Recruiting at