Laboratory Manager

Taleo; Pasadena (CA); On-site; USD 78,000 - 112,000; Full time

Benefits offered by this job

Health insurance

Tuition reimbursement

Paid time off

Retirement plan

Job summary

Caltech in Pasadena seeks a Laboratory Manager for the Endres Lab to oversee day-to-day operations, procurement, safety, facilities, and sponsored-research support. The role coordinates with Caltech offices, vendors, and collaborators to keep the lab functioning reliably and on schedule.

The position spans administration, finances, safety, onboarding, and external coordination, demanding a highly organized, proactive professional with strong communication and judgment to sustain research

Qualifications

• Bachelor's degree in science, engineering, business administration, operations management, or related field.
• Minimum of five years supporting an experimental research laboratory or similar complex environment.
• Experience with procurement, vendor communication, order tracking, inventory management, and financial docs.
• Excellent organizational and communication skills with ability to manage multiple deadlines.
• Ability to work with faculty, researchers, administrators, vendors, and collaborators.
• Proficiency with Microsoft Office and Google Workspace and ability to learn new systems.

Responsibilities

• Manage end-to-end laboratory procurement, quotes, approved orders, and vendor lead times.
• Track expenditures, budgets, commitments, and grant deadlines; assist with proposals and reports.
• Coordinate maintenance, safety, facilities, and equipment installations; ensure compliance.
• Coordinate onboarding, training, access, and documentation for new group members and visitors.
• Organize meetings, visits, and group activities; serve as operational contact with collaborators and vendors.
• Maintain organized records for procedures, safety, procurement, and research outputs.

Skills

Procurement

Vendor communication

Budgeting

Project management

Organizational skills

Communication skills

Interpersonal skills

Microsoft Office

Google Workspace

Attention to detail

Education

Bachelor's degree in science, engineering, business administration, operations management, or related field

Master's degree

Tools

Microsoft Office

Google Workspace

Purchasing systems

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 Endres Lab, part of Caltech’s Division of Physics, Mathematics and Astronomy (PMA), is seeking a Laboratory Manager to play a central role in the day-to-day operation of the lab. The position coordinates group administration, laboratory operations, procurement, safety, facilities, sponsored-research support, and interactions with Caltech offices, vendors, and external collaborators.

The Endres Lab conducts experimental and theoretical research in quantum science. Its experimental programs use individually controlled neutral atoms in optical-tweezer arrays to develop new approaches to quantum computing, quantum simulation, and quantum-enhanced metrology. The group includes graduate students, postdoctoral scholars, research staff, undergraduate researchers, and visitors working across physics, engineering, and computation.

The role spans the administrative, financial, technical, safety, facilities, and personnel functions needed to support a complex experimental research group. The Laboratory Manager will help ensure that laboratory and group operations run reliably, that operational needs and deadlines are addressed promptly, and that group members receive effective support. This position requires a highly organized and proactive approach, exceptional follow-through, strong communication skills, sound judgment, and a commitment to operational excellence and continuous improvement.

Procurement, Purchasing, and Inventory Management

• Manage end-to-end laboratory procurement, including obtaining quotes, placing approved orders through institutional credit cards and other purchasing systems, tracking orders and vendor lead times, collecting receipts and supporting credit-card reconciliation, confirming receipt and acceptance to enable payment, resolving order issues, maintaining stocks of standard laboratory items, identifying serviceable equipment for manufacturer refurbishment or replacement, and segregating unserviceable equipment for decommission and disposal.

Financial and Sponsored-Research Administration

• Work with Endres Lab leadership and Caltech administrative staff to monitor expenditures, budgets, outstanding commitments, and projected needs; track grant deadlines; assist with proposals, reports, collaborations, and subaward administration; and work with Endres group members and Caltech's Office of Technology Transfer to assist with patent filings and associated deadlines.

Laboratory Operations, Safety, and Facilities

• Coordinate the maintenance, service, repair, installation, and documentation of laboratory equipment and technical infrastructure; serve as the laboratory's safety and facilities liaison; maintain relevant procedures and training records; support compliance with Caltech requirements; and coordinate facilities work orders and follow-up for HVAC maintenance, utilities, laboratory and office spaces, equipment installations, renovations, and related building projects.

Personnel Onboarding and Coordination

• Coordinate onboarding, training, access, and required documentation for new group members, technicians, student researchers, visitors, interns, and volunteers; provide oversight or operational coordination as appropriate; and help maintain a positive, inclusive, and productive group culture.

Group Administration and External Coordinatio n

• Organize meetings, visits, workshops, group activities, and group-related scheduling, and serve as an operational point of contact among the Endres Lab, external collaborators, vendors, and Caltech offices.

Information and Record Management

• Maintain organized shared resources and operational records for laboratory procedures, equipment, safety, procurement, and other group activities, and coordinate required documentation relating to research outputs, sponsor systems, and intellectual-property matters.

Basic Qualifications

If you have the following in your background, then we want to hear about your interest in joining our group:

• Bachelor's degree in science, engineering, business administration, operations management, or a related field.
• A minimum of five years of experience supporting an experimental research laboratory, academic research group, or similarly complex technical or operational environment.
• Experience with procurement, vendor communication, order tracking, inventory management, and financial documentation, including receipts and credit-card reconciliation.
• Excellent organizational, project-management, communication, and interpersonal skills, with strong attention to detail and the ability to manage multiple priorities and deadlines.
• Demonstrated initiative, sound judgment, discretion, integrity, and reliable follow-through, with the ability to work effectively with faculty, researchers, administrators, vendors, and collaborators.
• Proficiency with Microsoft Office and Outlook, Google Workspace (Docs, Sheets), and the ability to learn new administrative and recordkeeping systems.

Preferred Qualifications

Beyond these basic qualifications, there are a set of skills and experiences which will add to your ability to contribute to the roles and responsibilities of this position. The following might give you a head start here, but even if these do not describe you or your experience, we would still like to hear from you:

• More than five years of experience supporting or managing an experimental research laboratory or complex technical research environment.
• Experience with institutional procurement, credit-card reconciliation, sponsored-research administration, or financial systems in a university, research institute, or national laboratory.
• Working knowledge of standard laboratory safety practices and the ability to learn and administer institutional safety, facilities, purchasing, and financial procedures.
• Experience coordinating facilities work orders, equipment maintenance, service contracts, repairs, or technical installations.
• Familiarity with advanced physics, optics, or engineering laboratories and experience coordinating technicians, student researchers, visitors, or shared laboratory resources.
• Master's degree in a scientific, engineering, management, or related discipline.

Required Documents

• Resume or curriculum vitae.
• Cover letter describing relevant laboratory, procurement, administrative, and operational experience.
• This is an on-site position based in Pasadena, California.

Hiring Range

$78,000 - $111,500 Per Year
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

Caltech is an equal opportunity employer and, as a federal contractor, takes affirmative action to employ qualified individuals with disabilities and protected veterans. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, protected veteran status, or any other characteristic protected by law.

Disability Accommodations

Caltech complies with the Fair Employment and Housing Act (FEHA) and the Americans with Disabilities Act (ADA). We consider reasonable accommodation measures that may be necessary for eligible applicants and employees to perform the essential functions of a position.

If you would like to request an accommodation to complete this application, interview, or otherwise participate in the employee selection process, please contact Caltech Recruiting at [e-mail] .

Additionally, if you do not meet the basic qualifications of a role but believe you can perform the essential functions of the job with reasonable accommodation, please reach out to Caltech Recruiting at [e-mail] .