Division HR & Administrative Coordinator

California-Institute-of-Technology; Pasadena (CA); On-site; USD 39,950 - 53,726; Full time

Job summary

Caltech is seeking a Division Administrative Coordinator in the Chemistry and Chemical Engineering Division to manage staff recruitment, HR transactions, academic appointments, visitor appointments, and payroll coordination under the Division Operations Officer.

You will coordinate onboarding, timekeeping, visa documentation, and promotions; ensure compliance with Institute policies; support the Corporate Recruitment Program; and responsibly apply AI tools to assist administrative work.

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 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.
• Customer service-oriented; ability to effectively resolve problems by applying policies and procedures.
• Conscientious, detail-oriented, and proactive. Demonstrates good judgment and initiative.

Responsibilities

• Coordinates HR-related functions, including job requisition posting and employment transaction processing.
• Facilitates new hire onboarding for students and summer employees and answers HR policy questions.
• Tracks introductory periods, temporary end dates, lecture appointment reviews, and visa dates.
• Payroll coordination as PAM for Division staff and training on time entry and policies.
• Coordinates appointments, re-appointments, and promotions for guests, visitors, and postdocs, ensuring compliance.
• Coordinates with International Scholars Office for visa documentation and extensions as needed.
• Supports the Corporate Recruitment Program and related events for outreach and hiring.
• Processes expense reports, travel logistics, and ensures compliance with funding agency travel rules.
• Provides general administrative support and drafts/proofreads documents and forms.
• Uses AI tools to assist in administrative work and verifies AI-generated outputs.
• Maintains confidential records and handles sensitive information in Division files.
• Additional duties as assigned.

Skills

AI tools

Interpersonal skills

Time management

Customer service

Detail-oriented

Education

Bachelor's degree

Tools

Oracle

UKG

Job description

Caltech is seeking a Division Administrative Coordinator in the Chemistry and Chemical Engineering Division to manage staff recruitment, HR transactions, academic appointments, visitor appointments, and payroll coordination under the Division Operations Officer.

You will coordinate onboarding, timekeeping, visa documentation, and promotions; ensure compliance with Institute policies; support the Corporate Recruitment Program; and responsibly apply AI tools to assist administrative work.