Division Administrative Coordinator

California Institute of Technology; Pasadena (CA); On-site; USD 65,000 - 90,000; Full time

Job summary

California Institute of Technology is seeking a Division Administrative Coordinator reporting to the CCE Operations Officer. The role handles HR transactions, recruitment, visa processes, and payroll coordination within the Chemistry and Chemical Engineering Division.

You will manage staff appointments, coordinate new hire processes, and support division programs with project management and policy compliance. Collaboration with faculty, students, and visiting scholars is essential.

Qualifications

• Bachelor's degree or equivalent relevant work experience.
• 3+ years in human resources or an academic setting.
• Highly organized with ability to work independently, manage priorities, and track deadlines.
• Experience using AI agents such as Copilot, ChatGPT, Claude, Gemini, or the equivalent.
• Excellent interpersonal relations skills and effective oral and written communication abilities.
• Customer service-oriented; ability to resolve problems by applying policies and procedures.
• Proficiency with PC software including Microsoft Office, Adobe Acrobat, and web browsers.
• Conscientious, detail-oriented, and proactive with good judgment and initiative.

Responsibilities

• Coordinates human resources-related functions, including job requisition posting and employment transaction processing.
• Facilitates new hire process for students and summer employees; answers HR policy questions.
• Updates new hire orientation manuals and trains on timekeeping systems.
• Tracks key employee actions such as introductory periods, visa end/renewal dates, and appointment review dates.
• Serves as Payroll Activity Monitor for all Division staff; oversees time entry and approvals.
• Coordinates appointments, re-appointments, and promotions for guests, visiting scholars, and postdocs.
• Coordinates visa documentation with International Scholars Office for initial and extension visas.
• Manages the CCE Corporate Recruitment Program, events, and outreach to recruits.
• Provides general administrative support; handles confidential records and divisional communication.
• Uses AI tools to assist administrative work and verifies AI-generated outputs.

Skills

Highly organized

Strong communication

Detail-oriented

Experience with AI tools

Education

Bachelor's degree or equivalent

Tools

Oracle / UKG

Microsoft Office

Adobe Acrobat

Job description

Division Administrative Coordinator

Caltech

Job Category: Fulltime Regular

Exempt Overtime Eligible: Overtime Eligible

Benefits Eligible: Benefit Based

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 the Chemistry and Chemical Engineering (CCE) Division Operations Officer, the Division Administrative Coordinator is responsible for specific Division functions related to human resources. Primary functions include staff recruitment, human resources transactions, academic non-faculty appointments, visitor appointments, and payroll coordination. The Division Administrative Coordinator provides project management for specific Division programs, including the CCE Corporate Recruitment Program.

Essential Job Duties

• Coordinates human resources-related functions, including job requisition posting and employment transaction processing. Facilitates new hire process for students and summer employees. Answers questions about human resources policies and procedures, and refers to Human Resources staff as needed.
• Coordinates the assembly of new hire orientation manuals; updating contents for all new staff hires. Provides new employee training on timekeeping and the use of the timekeeping systems.
• Tracks important employee actions, including introductory period end dates, temporary employee end dates, lecture appointment review dates, and visa end/renewal dates.
• Serves as the Payroll Activity Monitor (PAM) for all Division staff. Includes verification of time sheets and submission of approvals to the Human Resources Office. Provides training to new employees on proper time entry and provides information regarding Division policies.
• Prepares and coordinates the appointments, re-appointments, and promotions of all guests, volunteers, visitors, visiting associates, and visiting students in CCE. Ensures all actions (including, but not limited to, review policies, salary minimums, reviews, and affirmative action compliance) are completed in a timely manner, and all required steps are fulfilled in compliance with Division standards, Institute policies, and legal regulations or requirements.
• Prepares and coordinates appointments, re-appointments, and promotions of all postdoctoral scholars in CCE. Ensures all actions (including, but not limited to, review policies, salary minimums, affirmative action compliance) are completed in a timely manner, and all required steps are fulfilled in compliance with Division standards, Institute policies, and legal regulations or requirements.
• Coordinates with the International Scholars Office for initial documentation for visa requirements, including initial hire visas, extension of visas, and visa modifications as needed for specific circumstances related to hiring or retention practices, based on timelines of appointment.
• Coordinates the CCE Corporate Recruitment Program, including scheduling of multiple events and interviews, facilitating information to recruiters, advertising job opportunities to special audiences (undergraduates, graduate students, and postdocs), and assisting with initiatives to promote and enhance visibility of student and postdoctoral research opportunities.
• Processes expense reports, advances, reimbursements, and payment requests; assists with logistics associated with domestic or international travel; ensures compliance with funding agency travel requirements and export regulations.
• Provides general administrative support for the Division Office, requiring a thorough knowledge of department processes and Institute policies and procedures. Applies knowledge of administrative functions to plan, coordinate, and assist with specific operations, such as drafting, typing, editing, and proofing correspondence, reports, position descriptions, and office forms.
• Independently handles a variety of issues involving both administrative and operational functions. Interacts with Division faculty and managers professionally to ensure that issues are screened and routes/delivers regular mail, email, and telephone calls, as appropriate.
• Provides guidance to professorial faculty, staff, and postdoctoral scholars regarding Institute policies, Division processes, and procedures for appointments of visitors, visiting associates, and visiting students.
• Creates and maintains Division working files for staff, guests, postdoctoral scholars, visitors, and volunteers. Maintains sensitive and confidential records, files, and databases. Participates in confidential communications with faculty management and Institute administration.
• Uses AI tools to assist in administrative work where applicable. Checks and confirms the accuracy of all work that is AI-generated.
• Additional duties as assigned.

Basic Qualifications

• Bachelor's degree or equivalent relevant work experience.
• 3+ years of experience in human resources or an academic setting.
• Highly organized with the ability to work independently, manage priorities, and accomplish assigned tasks accurately and in a timely manner. Able to track deadlines.
• Demonstrated experience using AI agents such as Copilot, ChatGPT, Claude, Gemini, or the equivalent.
• Excellent interpersonal relations skills and effective oral and written communication skills necessary to interface with faculty, students, and visitors in a professional manner.
• Customer service-oriented; ability to effectively resolve problems by applying policies and procedures.
• Experience using a PC and various computer software programs, including Microsoft Office Suite, Adobe Acrobat, and web browsers.
• Conscientious, detail-oriented, and proactive. Demonstrates good judgment and initiative.

Preferred Qualifications

• Familiarity with Caltech policies, procedures, and systems, including Oracle or UKG.
• Experience in an academic or research setting.
• Familiarity with labor or wage-and-hour laws.

Required Documents

• Resume
• Cover Letter

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.