Division HR & Programs Coordinator

Caltech; Pasadena (CA); On-site; USD 39,950 - 53,726; Full time

Benefits offered by this job

Health, dental, and vision insurance

Retirement savings plans

Paid time off

Job summary

Caltech in Pasadena, CA, invites applications for a Division Administrative Coordinator in the Chemistry and Chemical Engineering division. The role supports HR operations, recruitment, payroll coordination, and visiting scholar appointments, with collaboration across faculty and management.

Responsibilities include onboarding, visa processing, timekeeping training, and program coordination, while applying Institute policies and ensuring compliance.

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.
• 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.

Responsibilities

• Coordinates HR-related functions including job requisition posting and employment processing.
• Facilitates new hire process for students and summer employees.
• Tracks important employee actions such as introductory periods and visa dates.
• Payroll monitoring and time entry training for staff.
• Prepares appointments, re-appointments, and promotions for guests and visiting scholars.
• Coordinates with the International Scholars Office for visa documentation.
• Manages the CCE Corporate Recruitment Program and recruitment communications.
• Processes expense reports, travel logistics, and compliance with travel regulations.
• Provides general administrative support and handles confidential records.
• Uses AI tools to assist in administrative work and verifies AI-generated outputs.
• Performs additional duties as assigned.

Skills

HR experience

Academic setting

Organized

AI tools

Communication

Customer service

Tech proficiency

Education

Bachelor's degree or equivalent

Tools

Oracle

UKG

Microsoft Office

Adobe Acrobat

Job description

Caltech in Pasadena, CA, invites applications for a Division Administrative Coordinator in the Chemistry and Chemical Engineering division. The role supports HR operations, recruitment, payroll coordination, and visiting scholar appointments, with collaboration across faculty and management.

Responsibilities include onboarding, visa processing, timekeeping training, and program coordination, while applying Institute policies and ensuring compliance.