Recruiting and Operations Coordinator

Updated: 3 days ago
Location: Pasadena, CALIFORNIA

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 Career Achievement, Leadership, and Exploration (CALE) is seeking a Recruiting and Operations Coordinator. This position reports to the Associate Director for Employer Relations and is responsible for providing organizational and administrative support for the recruiting program, which includes employer outreach/relations and coordination of employer events such as career fairs/ industry days, info sessions, and career education-related activities.

The Recruiting and Operations Coordinator implements components and initiatives related to employer relations and recruitment operations, including interviews and information sessions held on campus and virtually. They communicate information about recruiting, employer-led events, and information sessions, etc. to students, postdocs and alumni via weekly newsletter, targeted emails, social media, and flyers. The Recruiting and Operations Coordinator also helps track recruiting activity and contributes to detailed reports. In addition, this position assumes office administration/front desk functions.

This person is often the first point of contact for employers, students, and other constituents so professional, courteous, timely, and thorough communication by phone and email is of utmost importance.

Success in this position expects the ability to work with diverse constituents and requires diplomacy, strong organization, troubleshooting skills, and excellent communication skills, both verbal and written. This individual must be technology astute and be able to use Excel, Acrobat, Word, Google Suite, Zoom, and other applications to enhance recruiting operations, or have proven experience learning and utilizing technologies quickly. Individual must be both independent and collaborative, as needed.

Job Duties

Employer Relations & Event Management:

  • Coordinate recruiting programs for Career Achievement, Leadership, and Exploration (CALE).
  • Organize employer events, including information sessions, employer-led workshops, career fairs/industry days, coffee chats, tech talks, dinners, and on-campus interviews, including some events after normal business hours.
  • Design and create information materials to promote awareness of on-campus recruiting and career education programs, e.g., signs for events.
  • Assist with planning and executing career education events on campus such workshops, guest speakers, and networking events.
  • Setting up campus presentation arrangements, ensuring appropriate technology and accommodations are provided, as requested by guests and campus partners.
  • Manage job posting and event requests.
  • Manage and maintain shared employer relations/recruiting email account in partnership with Associate Director and Director.
  • Schedule dates for employer information sessions and interviews.
  • Assist employers with and communicate arrangements for visit(s) to campus.
  • Publicize events to students via electronic and printed media.
  • Advise appropriateness of employer expectations, on-site recruiting process, and jobs.
  • Follow-up to clarify and resolve problems between students and employers; notify the Director of any problematic employer activities or behavior, and significant trends.
  • Review and enforce policies with employer representatives.
  • Participate in the marketing strategy and production of the event/program/workshop promotions.
  • Plan and coordinate logistics, security, and space requirements; maintain/update events on internal departmental calendars and campus/ institute calendars.

Student and Postdoc Relations:

  • Assist students and postdocs with creating accounts in the Career Management System (e.g., Handshake or Simplicity).
  • Schedule student and postdoc interviews and communicate with students via email and phone regarding interview schedules.
  • Refer students appropriately to CALE staff and CALE resources when needed.
  • Manage student reservations for workshops and programs.
  • Respond to requests for details about on-campus interviewing and information sessions.
  • Consult with Associate Director regarding student feedback on questionable employer behavior or activities.

Office Support:

  • Main person for managing the front office, which includes: greeting students, recruiters and general public; managing interview room assignments; reviewing and distributing mail; managing multiple phone lines; overseeing general upkeep of office; managing flow of walk-ins and ensuring students sign-in; track office supply inventory and prepare monthly supply order; responding to emails sent to general email address.
  • Read and respond to email communications to direct email as well as general email inbox.
  • Perform other duties as assigned.

Basic Qualifications

  • Associate degree or equivalent experience with a minimum of 3 years of progressive responsible administrative support experience in a business or higher education environment.
  • Experience working with diverse student population.
  • Significant experience and skill with office software and systems like Microsoft Suite and Google Suite.
  • Work well in team environment while independently working on a project.
  • Event management experience.

Preferred Qualification

  • BA/BS degree or 5 years of related experience.
  • 3 years of experience in career development, student services, employer relations, admissions, human resources, sales, recruitment, program management or experiential learning.
  • Knowledge and in-depth experience using a system like Handshake or Symplicity Career Services Management Systems.
  • Knowledge of and experience in STEM career field.

Required Documents

  • Resume


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