CAST Operations Manager

Davita Inc.; Pasadena (CA); On-site; Full time

Job summary

A leading company in Pasadena seeks a CAST Operations Manager to oversee financial management and operations, supporting research initiatives. This role includes budget management, program administration, and event coordination, requiring a Bachelor's degree and extensive administrative experience. Join a dynamic team dedicated to scholarly excellence.

Benefits

Comprehensive benefits package

Generous paid time off

Tuition reimbursement

Qualifications

• 6+ years of progressively responsible administrative support experience.
• Ability to manage competing priorities and meet deadlines.
• Demonstrated good judgment and initiative.

Responsibilities

• Manage operational budget and create financial reports.
• Provide event coordination for meetings and workshops.
• Administer the CAST Grant Program and handle inquiries.

Skills

Organizational Skills

Interpersonal Skills

Communication Skills

Education

Bachelor's degree

Tools

Word

Excel

PowerPoint

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

The CAST Operations Manager will provide financial and operational management and oversight as well as broad support to the Director of CAST, plus the active faculty using the lab, to ensure the smooth organization and operation of research efforts. This role supports the CAST Director in the financial management and implementation of programs and initiatives that directly support research and enhance the visibility of CAST, including participation in showcasing its research and achievements to both internal and external audiences. It requires an ability to calibrate quickly to disparate audiences, an ease and command of clear, tactful language, and a high level of discretion.

Essential Job Duties:

Budget Management:

• Manage the segment of the CAST operational budget represented by discretionary funds. This includes projecting, budgeting, monitoring, and transferring funding and costs when necessary.
• Create regular and ad hoc summary, installment, and cost detail financial reports.

Program Management and Administration:

• Serve as one of two main points of contact for the campus community, corporate sponsors, and CAST faculty and staff, providing proactive notices and responses to inquiries to facilitate the operations of CAST.
• Administer the annual CAST Grant Program from solicitation through the award process to the setup of awarded funding.
• Execute outreach strategies using various media to promote CAST research activities within Caltech as well as to external audiences as instructed by the Director.
• Manage and maintain the CAST website, ensuring accurate and up-to-date information is readily available.
• Communicate Caltech and external reporting requirements to relevant personnel and provide documentation for various annual donor reporting requirements.
• Administer paperwork and procedures for all classifications of incoming researchers: guests, postdocs, and visiting scientific researchers.
• Function as backup administrative supportto the Assistant to the Director during their time away from the office.

Procurement:

• Handle purchasing and procurement for the lab.
• Process and manage travel arrangements and reimbursement requests for research staff, graduate students, visitors, and affiliates as needed.

Event Planning and Coordination:

• Provide event coordination and support for annual meetings, industry days, strategic and scientific board meetings, site tours, workshops, and seminars, ensuring smooth and effective programming in direct partnership with the Director's Administrative Assistant.
• In partnership with the Assistant to the Director, execute event logistics, including travel arrangements, budget management, and event activities, for visitors, social events, and other program activities.

Basic Qualifications

• Bachelor's degree.
• 6+ years of progressively responsible administrative support experience, including budgetary oversight and financial management.
• Knowledge of relevant software, including Word, Excel, PowerPoint, as well as email and calendaring programs, and Internet systems.
• Highly organized with the ability to work independently, manage competing priorities, and accomplish assigned tasks with a high level of accuracy and in a timely manner.
• Excellent interpersonal relations skills and effective oral and written communication skills necessary to interface with external partners, faculty, students, and visitors in a professional manner.
• Demonstrated good judgment and initiative.
• Strong word processing and proofreading skills.
• Professional, detail-oriented, and proactive.
• Ability to interpret and apply knowledge of Division, Institute, and external guidelines to resolve issues and/or problems.
• Ability to manage and organize multiple projects with multiple deadlines.

Preferred Qualifications

• Knowledge of Caltech policies and procedures.

Required Documents

• Resume

Hiring Range

$29.00 to $37.50 per hour

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 benefits and staff perks.

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 [e-mail].