Math and Physics Graduate Administrator

California University of Technology
Pasadena, California, United States
24 Nov 2016
End of advertisement period
22 Dec 2016
Contract Type
Full Time

Job Summary

The Graduate Administrator is responsible for managing, overseeing, and executing the graduate academic programs and activities of the Physics and Mathematics Options in Caltech’s Division of Physics, Mathematics, and Astronomy (PMA).

This crucial full-time role (40 hrs. per week) requires a high level of independent judgment; resourcefulness; strong analytical skills; and frequent interaction with and support of graduate students, and close collaboration with teaching assistants, researchers including faculty and others, and administrative staff including option & group administrators, Human Resources, and Division leadership roles.

PMA 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

  • Working with the Graduate Program Director, oversees the graduate admissions process including the administration of graduate applications; organizes and prioritizes applications and tracks deadlines.
  • Assists with graduate student visiting weekend, faculty presentations, student interview schedules, travel and logistics, and weekend events. Manages all administrative activities in connection with the graduate programs including processing and reconciling financial transactions and records administration.
  • Coordinates marketing initiatives to promote and enhance visibility of graduate programs as well as student research opportunities. Identifies and utilizes various sources and media, including print materials and websites, to advertise and communicate programs for undergraduates and graduates both on – and off-campus including internships, fellowships and scholarship opportunities.
  • Responsible for program marketing and administration for special academic programs, retreats, lectures, seminars, workshops and other academic events sponsored by Physics and Math. Manages logistics associated with domestic and foreign travel including visas for international students.
  • Working with a templated website to post and update all relevant information for courses as well as other graduate affairs business.
  • As the option liaison to graduate students, communicates with campus visitors, prospective students and their families; responds to prospective applicants regarding graduate admissions and matriculation; works directly with Graduate Program Director and students regarding degree and option requirements, obtaining approvals, etc.
  • Monitors and schedules student candidacy and doctoral examinations, petitions, course schedules, etc.
  • Develops, manages and monitors all aspects of graduate student financial support for research assistantships, teaching assistantships and fellowship appointments. Keeps within budget constraints in all these areas.
  • Works with all graduate students to process PhD completion materials.
  • Develops, manages and monitors instructorship and teaching budgets including developing financial projections and quarterly estimates of allocations.
  • Coordinates yearly catalog updates for Math and Physics to reflect current courses and requirements.
  • Develops and produces information for various surveys and reports requested by option faculty representatives and department administrator.
  • Maintains and analyzes data for the Departments and the Division to support the Institute’s accreditation process.
  • Initiates communication with Academic Officer and other faculty members on upcoming academic program deadlines requiring their attention.
  • Works very closely with the Graduate and Registrar’s office on all aspects of the academic program.
  • Works with Graduate Program Director and faculty to identify students to cover program teaching assistantships. Handles details including budgets, class hours allotted; recognizes when class enrollment is larger than expected and is able to handle adjustments quickly and flexibly. Takes the initiative to identify potential TAs for consideration by faculty.
  • Meets regularly with the Graduate Program Director and the other option administrator within PMA to discuss and find solutions to common problems.
  • Submits catalog changes on behalf of the Option Representatives and independently verifies that all catalog changes are self-consistent with all related courses and requirements.
  • Frequent interaction and collaboration with faculty, students, other option managers, and administrative assistants.
  • Other duties as assigned.

Basic Qualifications

  • BA/BS degree or equivalent experience.
  • Outstanding interpersonal relations skills and effective oral and written communications skills necessary to interface with graduate students, faculty, researchers, and administrative staff in a professional manner.
  • Demonstrated ability to effectively track, advise, and administratively process a large number of constituencies during times of competing priorities.
  • Demonstrated skill in working with and updating templated or traditional websites and social media outlets.
  • Demonstrated skill in designing promotional pieces and professional reports using a variety of online tools and advanced and emerging software.
  • Demonstrated ability to create a logical and consistent electronic filing system.
  • Demonstrated skill in using advanced spreadsheet and database software to create analyses, reports, records, and other material.
  • Demonstrated expertise in identifying and implementing operational enhancements to improve workflow, efficiency and productivity.
  • Previous leadership expertise in coordinating and managing complex processes and programs.
  • Must be conscientious, detail-oriented, highly resourceful, and proactive.
  • Intellectually curious with a customer-service mentality, capable of delivering high quality services with minimal supervision.

Preferred Qualifications

  • Minimum of three years of dedicated student affairs experience in a higher education institution, with emphasis on graduate education.
  • Dedicated experience managing the student affairs process throughout the academic year, including overseeing teaching assistants.
  • Website support and/or web development experience.
  • Experience working in an academic division or department and previous Caltech experience is a major plus.

Supervisory position? No

Posting Detail Information

Posting Open Date 11/23/2016
Posting Close Date
Open Until Filled

EEO Statement

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, or national origin, disability status, protected veteran status, or any other characteristic protected by law.