Assistant to the Chair of Chemistry and Chemical Engineering

California, United States
31 Jul 2019
End of advertisement period
30 Sep 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 Division of Chemistry and Chemical Engineering (CCE) is steeped in a tradition of excellence. With more than 40 faculty members in CCE working at the forefront of their fields to advance knowledge in the areas of chemistry, chemical engineering, and biochemistry and molecular biophysics, the faculty work in close partnership with undergraduates, graduates, and postdoctoral scholars; together they apply their most innovative ideas to our fundamental knowledge of chemical processes, thereby tackling some of chemistry's most complex problems.

Reporting to the Chair of CCE, the Assistant to the Chair is an important and highly visible role within the Division and the Institute. In addition to providing basic administrative support, the position will oversee the confidential administration of faculty matters and provide program management for specific division functions, activities and events.

Job Duties

  • Assist the Division Chair in the execution of the Chair’s duties.
  • Oversee the daily operation of the Chair’s office.
  • Independently handle a variety of issues involving both administrative and operational functions.
  • Interact with Division faculty and managers professionally, to ensure that issues are addressed in a timely and efficient manner.
  • Maintain a high level of confidentiality as required.
  • Maintain confidential records, both written and electronic.
  • Participate in confidential communications with faculty, management, and Institute administration.
  • Provide basic administrative support to the Chair, including phone reception, calendar maintenance, travel planning and reimbursement, external communications, event planning, and composition of written correspondence on behalf of the Chair.
  • Oversee and execute all administrative and operational requirements involved in hiring of faculty through search committees.
  • Ensure compliance with legal aspects of search and hiring policies.
  • Review all re-appointment forms prior to Chair approval.
  • Oversee the proper and confidential administration of Division faculty matters.
  • Track faculty committees from initial hire through reappointment, tenure, and promotion.
  • Monitor tracking committees to ensure timely meetings of faculty with their committees.
  • Assist Chair in coordinating timely meetings with faculty and their committees; advise committee chairs of actions to be taken; assist Division Chair regarding timeliness on sequential actions to be taken in the tenure process.
  • Oversee the proper administration of Academic Non-Faculty matters.
  • Process new Faculty Associate appointment and track academic review dates.
  • Monitor salary thresholds for Postdoctoral Fellows appointments.
  • Prior to submission for Chair approval, review all Academic Non-Faculty appointments.
  • Organize and compile all confidential material to be presented to IACC and Board of Trustees, including timeliness of sequential presentations to ensure deadlines and legal requirements are met.
  • Gather all material required for review and subsequent distribution to appropriate centers.
  • Act as liaison between the Office of the Chair and Institute Administration.
  • Communicate with Office of President, the Office of the Provost, and the Development organization.
  • Maintain a high level of professionalism in interactions with all levels of faculty and management.
  • Contribute to event management for Division-wide gatherings, Academic Programs, Visiting Committees, and Annual Celebration.
  • Create and distribute routine Division listings, update Division rosters, and facilitates Institute website corrections.
  • Review all documents submitted for Chair approval to ensure that Division Procedure and Institute polices are reflected; request clarification as needed.
  • Maintain electronic and paper files to ensure continuity of Division records.
  • Plan, direct, and execute special projects and other duties, as assigned.
  • Act as a backup for other division staff, as needed.

Basic Qualifications

  • Bachelor's degree.
  • At least 5 years of progressively responsible administrative experience.
  • Excellent written and verbal communication skills, and a strong attention to detail.
  • Professional interpersonal skills, and the ability to communicate clearly and tactfully with faculty, management, students, and researchers.
  • Ability to collaborate and remain productive within a team environment.
  • High degree of independent judgment and the ability to handle confidential information with discretion and tact.
  • Ability to independently organize and coordinate events, activities, and projects and follow-through on all aspects of assignments.
  • Ability to be proactive in identifying potential problems and taking action to avoid them. Ability to resolve complex and sensitive problems requiring non-standard techniques or procedures.
  • Proficient in the use of the MS Office Suite, email, and web applications.

Preferred Qualifications

  • Administrative experience in an academic setting.
  • Prior experience with Mac computing systems and Oracle Administrative Application.

Required Documents

  • Resume
  • Cover Letter