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Business Operations Manager

Company: California Institute of Technology
Location: Pasadena
Posted on: May 3, 2021

Job Description:

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 Reporting to and working closely with the Division Operations Officer (DOO), the Business Operations Manager provides strategic management oversight and direction for specific functions in the Division of Physics, Math and Astronomy (PMA). This hands-on position provides administrative management and oversight for a diverse suite of business operations, as well as direct management of a team of administrative assistants. Working closely with the DOO, the Business Operations Manager evaluates and implements solutions, projects and/or policies and procedures that improve the quality and reliability of the Division's administrative services. This role alongside the DOO defines and executes long-term strategic administrative plans for the organization to ensure smooth and seamless support of the technical staff. In the day-to-day, this role is actively involved in meeting the immediate needs and demands of a large, fluid and dynamic organization. A successful candidate is someone with strong people management experience and who is a creative thinker with an entrepreneurial spirit. The impact this person will have on the Division will be felt at every level and across every research group. Therefore, approachability is a key requirement in ensuring a strong customer service focus and strategic thinking is necessary for managing the large variety of work. Job Duties Human Resources Supervises approximately fifteen or more direct reports, comprised of faculty and Division administrative assistants. Is actively engaged with the team daily. Monitors performance, provides continuous coaching, counseling, and properly addresses performance issues when needed Assesses training needs for administrative staff and identifies or develops training opportunities to maintain their skills consistent with the changing needs of the Division and the Institute Oversees and makes weighted recommendations on HR actions across the Division for areas of responsibility including new hires, promotions, reclassifications, salary adjustments, disciplinary actions, transfers, terminations, and performance evaluations Monitors term and occasional positions and recommends actions according to the hiring group's staffing needs Oversees Division staff recruitment activities. Writes and evaluates new job descriptions. Provides recommendations to hiring managers as they develop new job descriptions. Supports hiring managers through screening of applicants, documentation of screening process and recommendations of final candidates. Approves job posting through the Institute online applicant tracking system Facilities Coordinates with the Division's administrative assistants on upholding and maintaining Division office and lab space database Coordinates facilities requests from the research groups Fields requests from the Division for the utilization of shared lab/technical integration space Responsible for executing new faculty office renovations in coordination with the PMA Facilities Lead Financial Monitors Division procurement activity. Ensures the efficient use of electronic purchasing system. Maintains approval listing for P-cards and TechMart system. Responsible for developing and implementing policies and procedures and provides training and support to staff processing transactions Oversees the timely completion of Purchasing Card and Travel Reports, approves purchases through electronic purchasing system and assists research groups with processing of large-scale equipment purchases and service agreements Acts as a key technical expert on specific Institute financial systems, including Techmart and CardQuest; ensures training and/or assistance to Division staff in use of these financial systems Manages the Division's decentralized facilities funds. Uses these funds to address research group's facilities needs. General Coordinates and manages various projects on behalf of the Division, including the Physical Inventory, the Institute Space Survey, and the Annual Salary Increase Program Regularly reviews policies, procedures and workflow for areas of responsibility, and implements changes as necessary to improve accuracy, efficiency, and timeliness, ensuring that services meet the needs of the Division and the Institute Establishes and maintains excellent working relationships with Financial Services and other Central Administrative offices Serves as backup and represents the PMA DOO as needed Basic Qualifications BS Degree and 8 years of relevant experience 3-5 years of supervisory or leadership experience that includes team-building, problem-solving, performance management and change management Previous experience working in or closely with Human Resources Excellent communication, interpersonal and presentation skills. Must be able to effectively interact with all levels including faculty, students, staff and administration Ability to interpret and apply knowledge of Division, Institute, and external agency guidelines to resolve issues and/or problems Ability to manage and organize multiple projects with competing deadlines Ability to identify opportunities and implement improved productivity and use of resources; takes initiative to improve work processes Strong understanding of financial and general accounting principles with the ability to research and analyze data Demonstrates independent judgment and initiative Proficiency in Excel, including pivot tables, as well as PowerPoint. Ability to use both Mac and PC Preferred Qualifications MS degree Previous experience working in an academic environment Previous experience with Oracle data systems and electronic purchasing systems Previous Caltech experience Required Documents Resume

Keywords: California Institute of Technology, Pasadena , Business Operations Manager, Other , Pasadena, California

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