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Job Summary

Reporting to the Chemistry and Chemical Engineering (CCE) Division Operations Officer, the Division Administrative Coordinator is responsible for specific Division functions related to human resources. Primary functions include staff recruitment, human resources transactions, academic non-faculty appointments, visitor appointments and payroll coordination. Provides project management for specific Division programs, including the CCE Corporate Recruitment Program.

Job Duties

• Coordinates human resources-related functions, including job requisition posting and employment transaction processing. Facilitates new hire process for students and summer employees. Answers questions about human resources policies and procedures, and refers to Human Resources staff as needed
• Coordinates the assembly of new hire orientation manuals; updating contents for all new staff hires. Provides new employee training on timekeeping and the use of the Kronos timekeeping system
• Tracks important employee actions including probationary end dates, temporary employee end dates and lecture appointment review dates
• Serves as the Payroll Activity Monitor (PAM) for all division staff. Including verification of time sheets, and submission of approvals to the Human Resources Office. Provides training to new employees on proper time entry, and provides information regarding Division policies
• Prepares and coordinates the appointments, re-appointments, and promotions of all visitors and visiting associates and visiting students in the Division of Chemistry and Chemical Engineering. Ensuring all actions (including, but not limited to, review policies, salary minimums, reviews and affirmative action compliance) are completed in a timely manner and all required steps are fulfilled in compliance with division standards, Institute policies, and legal regulations or requirements are met
• Prepares and coordinates appointments, re-appointments and promotions of all postdoctoral scholars in the Division of Chemistry and Chemical Engineering. Ensuring all actions (including, but not limited to, review policies, salary minimums, affirmative action compliance) are completed in a timely manner and all required steps are fulfilled in compliance with division standards, Institute policies, and legal regulations or requirements are met
• Coordinates with the International Scholars Office for initial documentation for visa requirements, including initial hire visas, extension of visas, visa modifications as needed for specific circumstances relating to hiring or retention practices, based on timelines of appointment
• Coordinates the CCE Corporate Recruitment Program, including scheduling of multiple events and interviews, facilitating information to recruiters, advertising job opportunities to special audiences (undergraduates, graduate students, and postdocs), and assisting with initiatives to promote and enhance visibility of student and postdoctoral research opportunities
• Processes expense reports, advances, reimbursements and payment requests; assists with logistics associated with domestic or international travel; ensures compliance with funding agency travel requirements and export regulations
• Provides general administrative support for the Division Office, requiring a thorough knowledge of the department processes and Institute policies and procedures. Applies knowledge of administrative functions to plan, coordinate and assist with specific operations, such as drafting, typing, editing, and proofing correspondence, reports, position descriptions and office forms
• Independently handles a variety of issues involving both administrative and operational functions. Interacts with division faculty and managers professionally, to ensure that issues are screened and routes/delivers regular mail, email, and telephone calls, as appropriate
• Provides guidance to professorial faculty, staff, and postdoctoral scholars regarding Institute policies, division processes, and procedures for appointments of visitors, visiting associates, and visiting students
• Creates and maintains Division working files for staff, guests, postdoctoral scholars, visitors, and volunteers. Maintains sensitive and confidential records, files, and databases Participates in confidential communications with faculty management and Institute administration.
• Additional duties as assigned

Basic Qualifications

• Bachelor's degree or equivalent relevant work experience
• 3+ years of experience in human resources or academic setting
• Highly organized with the ability to work independently, manage priorities, and accomplish assigned tasks accurately and in a timely manner. Able to track deadlines
• 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 working with on a PC. Experience using various computer software programs including Microsoft Office Suite, Adobe Acrobat, and web browsers
• Conscientious, detail-oriented, and proactive. Demonstrates good judgment and initiative

Preferred Qualifications

• Familiarity with Caltech policies, procedures, and systems including Oracle or Kronos
• Experience in an academic or research setting
• Familiarity with labor or wage and hour laws

Required Documents

• Resume
• Cover Letter