Options Manager, Department of Mechanical and Civil Engineering

Updated: over 2 years ago
Location: Pasadena, CALIFORNIA
Deadline: The position may have been removed or expired!

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Job Summary

We are seeking a talented, enthusiastic, and detail-oriented Options Manager to join the Mechanical and Civil Engineering (MCE) Department administrative team.The successful candidate will possess initiative, excellent judgement, and strong problem solving skills. The MCE Options Manager manages and oversees the general administration and organization for the MCE Department in the area of undergraduate and graduate academic programs. This role requires the ability to provide solutions to a wide range of difficult problems and effectively handle unique and complex requests. This position requires someone who is excellent in interacting with faculty, students, and staff; is organizationally astute; and who can handle many responsibilities simultaneously with discretion and tact. 

The successful candidate has exceptional people skills and an excellent memory for detail. Further, the role requires the ability to comprehend “the big picture” as well as a meticulous attention to detail to execute many smaller tasks effectively. We are seeking someone who is dedicated to becoming an integral member of a team, who can provide information that is needed by others even before it is requested, and who understands what information others need to do their jobs. This full-time, on-site position requires a high level of independent judgment; strong analytical skills; and frequent interaction and collaboration with faculty, students, other option administrators, grants managers, and the department administrator.

This position plays a strategic role in influencing and recommending program design and implementation changes to ensure that academic program goals and objectives are met at the Department, Division, and Institute levels.

Job Duties

  • Manages and oversees the graduate admissions process including the administration of graduate applications; organizes and prioritizes applications, internal fellowship nominations, and tracks deadlines. Manages and oversees graduate student visiting days in a strategic and detailed manner, including all events and processes: presentations, interview schedules, campus and lab tours, lunch and dinner meetings, and travel logistics. Processes and reconciles corresponding financial transactions.
  • Manages all administrative activities in connection with the graduate and undergraduate academic programs, including counseling students from the beginning to end of their degree programs in myriad ways and playing a key role in the Institute’s “Safety Net” in observing students and taking appropriate actions.
  • Monitors and schedules graduate student orientation, coursework records of study, candidacy and doctoral examinations, petitions, graduate engineering seminar course, etc. Works directly with students and faculty regarding degree and option requirements. Maintains student files, including a database of current and former students. Assigns undergraduate advisors for current and incoming students who declare ME their major. Initiates communication with Academic Officer and other faculty members on upcoming academic program deadlines requiring their attention.
  • Develops, manages, and monitors fellowship and teaching assistantship budgets including developing financial projections and monthly reconciliations. Works with faculty and grants managers for each student to determine stipend rates, tuition requirements, and labor distribution and adjustments. Manages payroll for 80 - 100 students, including all aspects of graduate student financial support for research assistantships, teaching assistantships, and fellowship appointments. Keeps within budget constraints in all these areas.
  • Independently vets the undergraduate teaching assistant (UTA) students through the Dean's office; makes sure the student TAs have required training; finds and maintains lists of possible students. Handles details including budgets, class hours allotted; recognizes when class enrollment is larger than expected and is able to handle adjustments quickly and flexibly. Takes the initiative to identify potential TAs for consideration by faculty.
  • Coordinates yearly catalog updates for MCE to reflect current courses, course requirements, and program requirements. Submits catalog changes on behalf of the Option Representatives and independently verifies that all catalog changes are self-consistent with all related courses and requirements.  Actively maintains the department website as it pertains to the academic programs. Assists Department Administrator in preparing the faculty teaching plan each year to submit to the Engineering and Applied Science (EAS) Division office, which include Lecturer requests. Assigns classroom location, dates, and times for all the MCE courses; and submits the course requests to the Registrar each term.
  • As the department liaison to undergraduate and graduate students, communicates with campus visitors, prospective students and their families; responds to prospective applicants regarding the MCE graduate program.
  • Maintains and analyzes data for the Department and the Division to support the Institute’s accreditation process. Works directly with the Undergraduate Option Representative in the ABET accreditation processes for the undergraduate program. Develops and produces information for various surveys and reports requested by the Academic Officer, faculty, and Department Administrator.
  • Coordinates marketing initiatives to promote and enhance visibility of graduate and undergraduate academic programs as well as student research opportunities. Identifies and utilizes various sources and media to advertise and communicate programs for undergraduates and graduates both on- and off-campus including internships, fellowships, and scholarship opportunities.
  • Manages and oversees program marketing and administration for special academic programs, retreats, lectures, seminars, workshops, and other academic events sponsored by MCE. Manages logistics associated with domestic and foreign travel. Manages and supports logistics for several ME courses: ME10, ME14, ME50, ME72, ME90, ME150.
  • Develops and proposes new policies, procedures, and processes within the Department to improve the overall effectiveness of the academic program.
  • As principal liaison to undergraduate and graduate students and their advisors, uses tact, discretion, diplomacy, and creativity.
  • Works very closely with HR Records, the Graduate Office, and Registrar on all aspects of the academic program. Acts as liaison to Career Development Center to enhance internship and career recruiting activities for MCE students. Meets regularly with the other option managers within EAS to discuss and share solutions to common problems.
  • Plays key advisory role with Executive Officer and Option Representatives; frequent interaction and collaboration with faculty, students, other administrative staff.
  • Acts as a back-up to other EAS Options Managers, and routinely shares knowledge and information with peers to better the student experience Division-wide.
  • Other duties as assigned.  

Basic Qualifications

  • Bachelor's degree or equivalent with a minimum of five years (at least one year in higher education) previous administrative and/or project management experience.
  • Demonstrated expertise in identifying and implementing operational enhancements to improve workflow, efficiency, and productivity.
  • Outstanding interpersonal skills and effective oral and written communications skills necessary to interface with faculty, students, and visitors in a professional manner.
  • Previous leadership expertise in coordinating and managing complex processes and programs.
  • Must be conscientious, detail-oriented, and proactive delivering high quality services under minimal supervision.
  • Proven expertise in all applications within Microsoft Office suite along with relational databases.  
  • Passionate about Caltech and its educational and research mission.

Preferred Qualifications

  • Experience working in an Academic Division or Department.
  • Familiarity with Caltech and its systems, procedures, and policies.  

Required Documents

  • Resume
  • Cover Letter


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