Undergraduate Affairs Coordinator for Physics, Mathematics, and Astronomy

California, United States
26 Feb 2019
End of advertisement period
26 Apr 2019
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 Undergraduate Student Affairs Coordinator is responsible for managing, overseeing, and executing the undergraduate academic programs and activities in the Division of Physics, Mathematics, and Astronomy (PMA) at Caltech. This crucial full-time role (40 hrs. per week) requires a high level of independent judgment, resourcefulness, and strong analytical skills. The coordinator will have frequent interaction, support, and collaboration with students, teaching assistants, faculty, administrative staff, division leadership, and various offices that provide student support throughout campus.

The PMA Division is home to academic and research programs in Physics, Mathematics, and Astronomy— each having its own philosophical approach and administering its own educational activities. The programs share a dedication to answering the most important questions and delivering lasting impact in broad areas of scientific importance. The ideal applicant will have a high degree of organizational & emotional intelligence in this central role, coupled with a passion for PMA’s educational and research mission.

Job Duties

Reporting to the Director of Student Programming in PMA, the Undergraduate Student Affairs Coordinator is responsible for tracking, supporting, and processing a variety of administrative functions associated with undergraduate students in physics, mathematics, and astronomy. Major duties include:

  • Managing the administration of courses, including the production and management of classwork and exams, management of student sections and changes, support of the course catalogue (solicitation and thorough processing of new course and program descriptions), scheduling classrooms, ordering food and supplies, helping with set-up and clean-up as needed, and other duties as assigned
  • Working on various web platforms (templated pages, HTML), assists in maintaining course websites and undergraduate affairs pages
  • Interfaces and regularly collaborates with TAs to upload course materials, schedules and attends TA meetings as needed, and helps coordinate any actions on behalf of the TAs
  • Serves in a support role and liaison to assist TAs improve their teaching, e.g. develop efficient grading schemes, increase student engagement in class, etc.
  • Assisting the option leadership and student program director in assigning and tracking graduate and undergraduate teaching assistant (TA) assignments
  • Hiring undergraduate teaching assistants, technical, and general workers, tracking their hourly work as needed, and approving timecards
  • Manages diagnostic, placement, and transfer exams
  • Coordinates efforts to make courses at Caltech more inclusive, participates in the Caltech Inclusive Core Project
  • Manages undergraduate awards, including solicitation of nominations, facilities committee review, interfaces with financial aid office, development office, and division leadership
  • Organizes end of the year student award banquets
  • Maintains bi-weekly undergraduate newsletter, including curating material, obtaining necessary approvals, distributing to undergraduate population in PMA
  • Collaborates and interfaces with numerous campus offices and plays a key advisory role to the division leadership to ensure that the goals and objectives of the student programs team and division are met
  • Acts as a back-up to other student programs and PMA division teams when needed
  • Provide general administrative support to the math and physics department as needed
  • Coordinates special student programs or events sponsored by PMA, including logistics associated with domestic and foreign travel
  • Develops and produces information for various surveys/reports requested by leadership, and maintains and analyzes various data
  • Initiates and upholds regular professional communication with managers and other administrators, Division Chair, and faculty members
  • Other duties as assigned

Basic Qualifications

  • Bachelor’s Degree with a minimum of 3 years of student affairs experience in higher education or Master’s Degree with 2 years of student affairs experience in higher education
  • Experience interfacing with college students in a professional capacity
  • Outstanding interpersonal skills and effective oral and written communications skills necessary to interface with students, faculty, and staff in a professional manner
  • Experience updating templated or traditional websites, designing promotional pieces and professional reports using a variety of software (MS Office Suite, online tools, etc.), managing electronic filing systems
  • Demonstrated ability to manage workload during times of competing priorities
  • Demonstrated expertise in identifying and implementing operational enhancements to improve workflow, efficiency and productivity
  • Must be conscientious, detail-oriented, highly resourceful, and proactive
  • Previous leadership expertise in coordinating and managing complex processes and programs
  • Intellectually curious with a customer-service mentality, capable of delivering high quality services with minimal supervision

Preferred Qualifications

  • Undergraduate or graduate degree in a STEM field
  • Minimum of three (3) years of dedicated student affairs experience in a higher education institution, with emphasis on undergraduate education
  • Experience as a graduate or undergraduate teaching assistant
  • Website support and/or web development experience
  • Experience working in an Academic Division or Department and previous Caltech experience

Required Documents

  • Resume
  • Cover Letter