Administrator, Employee and Organizational Development bei Caltech

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Job Summary

Reporting to the Director of Employee & Organizational Development (EOD), the EOD Administrator will provide a broad scope of administrative support to the Employee and Organizational Development Department and will manage the day-to-day administrative operations of the office. Responsible for coordinating department programs, monitoring budgets, managing facilities needs, logging compliance related data, recommending and implementing administrative policies and procedures, while ensuring compliance with Institute policies, procedures and government regulations.

Essential Job Duties

• Provides customer service and answers inquiries that require overall understanding of Caltech’s policies, procedures, and current program offerings. 
• Provides support to members of the EOD team. This includes, but is not limited to, communication to employees and managers on behalf of the consultants, assistance in preparing presentations and training material, file review requests, preparation of confidential and sensitive written documentation, preparation of formal employee documents, and file documentation.
• Studies the effectiveness and accuracy of existing systems and processes; designs, documents, and recommends new and revised operational procedures to enhance efficiencies and controls.
• Performs general office functions such as composing, editing, and drafting various correspondence and documentation, personnel information management, payroll, facilities management, travel arrangements and expense reporting, event planning/management, coordination or courier services, etc.
• Develops statistics, tracks, and analyzes data relevant to EOD workforce related programs and processes; makes recommendations and implements appropriate action items under the direction of HR Senior leadership.
• Responds to unemployment claims and acts as the liaison between the Institute and TALX consultants, coordinates EDD billing for unemployment insurance claims. 
• Manages the controlled substance process, which includes updates to and management of data regarding labs with staff, faculty, post-doctoral scholars, students and other individuals requiring background clearances to be able to handle controlled substances.
• Manages the mandated reporter process. This includes ensuring persons identified as mandated reporters complete the required training, a background check, and the Acknowledgement of Mandated Reporter Status.
• Responds to reports of Digital Millennium Copyright Act (DMCA) infringements. Will meet with employees to assess the cause of the infringement; will determine appropriate action and provide the Information Management and Systems and Services (IMSS) department direction on appropriate next step. 
• Manages professional memberships, conference and class registrations for the EOD Consultants; calendars meetings and events for EOD consultants.
• Updates and maintains legal/compliance posters across campus, meal waivers, special agreements, contracts, and other employee forms.
• Coordinates and maintains all department confidential files and records. Responds to file requests from the Office of General Counsel, and tracks Hold Order requests; manages record retention timeline and disposition of files when appropriate.
• Manages new hire background clearances; creates and maintains SurveyMonkey evaluations, links, exit interviews, etc. Maintains exit interview data; organizes and compiles information for the Problem Resolution process.
• Supports Remote Work Agreement program tracking and management.
• Creates and distributes EOD communications to campus, which may include email, brochures, graphic work, and website updates.
• Coordinates all budgeting activities related to general budget development; tracks, monitors and analyses all budget expenditures; projects and plans future expenditures; generates monthly budget reports, and operating expense reports; ensures compliance with Institute policies and procedures. Monitors purchasing activities of the Department.
• Makes purchases and reconciles expenditures for EOD.
• Other tasks or projects as assigned.

Basic Qualifications

• BA or equivalent with 3 years of progressively responsible administrative experience. 
• Excellent written and verbal communication skills, interpersonal skills, and the ability to communicate clearly and with sensitivity.
• Strong computer skills including Microsoft suite, Teams, Zoom.
• The ability to compose correspondence, organize work independently and handle multiple assignments efficiently with conscientious attention to detail and accuracy.
• Must be detail oriented and able to multi-task and work effectively with multiple interruptions.
• Demonstrated problem solving skills and ability to collaboratively work in a team.
• Discretion in handling confidential information is essential.

Preferred Qualifications

• Previous Caltech experience, including experience with Caltech systems such as Oracle, Techmart and Concur. 
• Fluent in Spanish.

Required Documents

• Resume.
• Cover letter.