Business Operations Supervisor

Job Summary

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. The Physics, Mathematics, and Astronomy (PMA) Division is one of six academic Divisions at Caltech.  

Reporting to and working closely with the Division Operations Officer (DOO), the Business Operations Supervisor 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 Supervisor 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, ensuring a strong customer service focus and strategic thinking is necessary for managing the large variety of work.

 

Job Duties

 Human Resources - Training with the DOO to assume the following responsibilities:

• In partnership with Caltech Human Resources, support and advise employees, supervisors, and managers regarding employee relations issues, including coaching supervisors and managers in managing employee performance. Independently addresses and resolves inquiries, issues, and problems of confidential nature.
• Support employees and managers with day-to-day needs and inquiries by interpreting Caltech HR guidelines and procedures to ensure compliance with state and federal laws.
• Advise hiring managers with job description development and coordinate the review of new position descriptions with Compensation to confirm the appropriate job classifications and pay ranges.
• Enter and approve all job requisitions into Taleo (Application Tracking Software) for regular staff, occasional staff and temporary staff, positions.  Liaise with HR as necessary during the recruitment process.
• Advise hiring managers and hiring committees during the hiring process, including ensuring all new hire paperwork is prepared and submitted to Human Resources.
• Manage the onboarding processes, including the development and implantation of an efficient onboarding workflow. Collaborate with applicable PMA administrators, Caltech HR Representatives, and managers to coordinate new hire orientation and to ensure a smooth onboarding process. 
• Direct and lead special projects related to HR related initiatives including recommendation and implementation of best practices.
• Manage the Annual Compensation Evaluation (ACE) process for PMA, including downloading and entering data to the compensation software, reviewing and approving recommendations from managers, and advising managers on best practices for compensating employees.
• Manage employee reclassification review process. This includes advising managers on job review forms, assembling documentation, and presenting to the DOO.
• Coordinate the completion, review, and approval of telecommuting agreements with Supervisors, Division Office, and Caltech Human Resources. 
• Coordinate with Caltech International Scholars Services on any requests related to forms and visas.
• Coordinate employee and management training programs with Caltech Human Resources.
• Develop training for managers and staff during orientation period. Monitoring progress of probation completion and interfacing with Human Resources and managers regarding any staff actions necessary during the probationary period.
• Assist managers with employee professional development plans and succession planning.

Supervision

• Supervise approximately fifteen or more direct reports, comprised of Division administrative assistants. Is actively engaged with the team daily. Monitor performance, provide continuous coaching, counseling, and properly addresses performance issues when needed.
• Assess training needs for administrative staff and identify or develop training opportunities to maintain their skills consistent with the changing needs of the Division and the Institute.
• Coordinate and directs division requirements such as space surveys and equipment inventory with the administrative core.

• Coordinate with the administrative core the updating of space as well a proper accountability of key management.
• Responsible for managing the PMA Floor Warden & Building Coordinator assignments, training, and documentation with the administrative core.

General

• Regularly review policies, procedures, and workflow for areas of responsibility, and implement changes as necessary to improve accuracy, efficiency, and timeliness, ensuring that services meet the needs of the Division and the Institute.
• Establish and maintain excellent working relationships with Financial Services and other Central Administrative offices.
• Serve as backup and represents the PMA DOO as needed.

 

Basic Qualifications

• BS Degree and 5 years of relevant experience or a combination of education and 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 higher education or Caltech experience.

 

Required Documents

•  Resume
• Cover Letter