Division HR & Payroll 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

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.