Division Operations Officer

California, United States
Sunday, 3 January 2021
End of advertisement period
Wednesday, 3 March 2021
Contract Type
Full Time

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 Division of Chemistry and Chemical Engineering (CCE) includes more than 40 research laboratories that are led by world-renowned scientists and engineers. These labs work at the forefront of their fields to advance knowledge and technology and to educate young scholars in the areas of chemistry, chemical engineering, and biochemistry and molecular biophysics. The faculty work in close partnership with undergraduates, graduate students, and postdoctoral scholars. Together they apply their most innovative ideas to our fundamental knowledge of chemical processes, thereby addressing some of science’s most challenging problems.

The Division Operations Officer (DOO) will provide broad leadership, management, direction and oversight for administrative, human resource, finance and infrastructure activities within the Division.

In conjunction with the Division Chair, the DOO will establish and implement policies and procedures to support research and teaching as well as act as a liaison with other campus units and departments.

Job Duties

  • Manages the business and administrative functions of the Division with significant responsibility for staffing, training, career development, and organization structure. Oversees all non-faculty human resource activity including hires, terminations, payroll and disciplinary actions
  • Manages the Division business administration team of 43, either directly or through a supervising manager
  • Coordinates all major facilities and infrastructure projects, including development and execution of new construction, or the renovations of existing labs/offices. Collaborates with faculty and researchers to make effective use of division space. Oversees the facilities management of six research buildings
  • Oversees all financial activity within the Division, specifically the management of general budget as well as gift and endowment funds. Responsible for budgeting, forecasting, projecting and ad-hoc financial analysis in support of projects
  • Oversees the financial management of all faculty financial activity, including sponsored award, grants, gifts and endowments. Through the Sponsored Research Manager, oversees the pre- and post-award administration of sponsored research awards, and works closely with the Division grants managers, who are responsible for all aspects of research administration for the Division
  • Coordinates communication and outreach activities that portray the Division to various constituencies, using webpages, social media, print media, and special events
  • Oversees the administration and finances of the Division academic programs, including three graduate, and two undergraduate programs. Oversees the administration of graduate student and graduate program funding
  • Oversees processes in support of research, including procurement, instrumentation facilities, shops, stockroom, shipping and receiving and research continuity planning
  • Recommends and develops new policies, procedures and processes to improve the overall effectiveness of the Division
  • Oversees and ensures compliance with all Institute policies and government regulations, including Conflict of Interest reporting, safety programs, emergency action planning, equipment inventories, space surveys and DEA regulations
  • Oversees IT infrastructure and support within the Division, including website maintenance and builds, IT equipment infrastructure, research support servers and programs
  • Serves on Institute-wide planning and policy committees. Represents the Division during the formation and evaluation of new Institute practices and policies, including new IT and business solutions
  • Provides broad oversight and direction to research centers and facilities within CCE
  • Working with research group safety officers, develops and implements laboratory safety programs, including the identification of proper equipment, procedures and training

Basic Qualifications

  • Bachelor’s degree or equivalent combination of education and experience
  • 10 or more years of administrative and/or management experience
  • Comprehensive knowledge and overall understanding of multiple business functions, including the use of modern IT methods for data-driven analysis and decision-making
  • Exceptional written and verbal communications skills
  • Proven skills in areas of project management, human resources, and finance
  • Demonstrated leadership, team building, problem solving, and change management abilities
  • Proven ability to partner, communicate and interact with faculty and staff and to resolve challenging issues

Preferred Qualifications

  • Master of Business Administration or equivalent combination of education and experience
  • An interest in or knowledge of science and technology is strongly desired
  • Prior Caltech and/or JPL experience is preferred

Required Documents

  • Resume
  • Cover Letter