Operations & Fiscal Manager

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Job Summary

Under general direction, this position provides management and coordination of various routine and complex administrative duties for the Seismological Laboratory in the Division of Geological and Planetary Sciences (GPS). Responsibilities include supervision of administrative staff, pre- and post-award administration, human resources, purchasing, building management, small rehab projects, as well as departmental operations, outreach, and planning of special projects. Duties involve close interaction with the GPS Division Operations Officer (DOO) and the Director of the Seismological Lab (SL).

Essential Job Duties

• Oversees all aspects of research administration duties, including submission of proposals and managing sponsored research grants, gifts, and discretionary funding. Oversees compliance with financial and non-financial requirements and deliverables. Acts as primary source of guidance to Principal Investigators and assistants as needed.
• Assists lab director in developing, analyzing, and monitoring the department's operating budget.
• Reviews and approves expenditures and payments, purchase orders, invoices, and expense reports. Monitors petty cash fund.
• Handles human resources duties, including submission of job requisitions, timecard review and approval, labor scheduling, performance reviews, promotions and raises, leaves of absence, terminations, and performance action plans.
• Directly supervises administrative staff, including recruitment and hires, creates and implements training, and assigns duties. Develops and implements departmental procedures and processes to meet goals and deadlines. Identifies and creates new methodologies to improve internal efficiencies. Works on long-range planning projects (with DOO and SL Director) to assess department staff needs.
• Oversees and coordinates building/facilities maintenance for department and small rehab projects. Schedules services and repairs. Notifies occupants of utility shutdowns. Inspects the department facilities to ensure proper use of equipment and supplies and that various equipment and structures are in good working condition and properly maintained.
• Manages space for staff, students, postdocs, and visitors. Participates in semi-annual Space Study Survey. Authorizes and tracks building access.
• Oversees the space and facilitates the Earthquake Research Affiliates office and Southern California Earthquake Center (both associated with the Seismological Lab).
• Interacts closely with vendors and campus facilities to lead the design and management of specific infrastructure/facilities upgrade projects.
• Assists with compliance of safety requirements. Acts as Building Emergency Coordinator back-up to faculty, and coordinates Floor Wardens and Group Safety Officers for emergency preparedness. Tracks safety training for Seismo Lab to ensure compliance with division and Institute procedures.
• Oversees onboarding of department guests, volunteers, external affiliates, and visiting student researchers.
• Oversees the development and update of the Seismological Lab website to be consistent with the division's website, the Earthquake Exhibit Site, including Seismo 101 Video, Seismo Faculty Research Site, Earthquake Fellows Program, and social media.
• Oversees planning and organization of programs, including media and outreach events, memorials, student and postdoc activities, prospective student visits, student-faculty-postdoc retreats, weekly Brown Bag Seminars, and special projects.
• Provides information and guidance to departmental faculty and administrative staff, including interpretation and application of various policies and procedures. Provides sound and effective solutions to complex problems and issues.
• Participates in meetings, programs, and trainings related to supervisory duties, business practices, and improvement of the department/division. May act as division liaison.

Basic Qualifications

• Bachelor's degree or equivalent experience in related field.
• 5 years of supervisory or management experience.
• Excellent communication and leadership skills. Must be able to effectively interact with all levels, including faculty, students, staff, and administration.
• Strong understanding of financial and general accounting principles with the ability to research and analyze data.
• Excellent organizational skills with the ability to manage multiple projects and priorities and meet challenging and changing deadlines.
• Detail and results-oriented with strong anticipator instincts.
• Demonstrates independent judgment and initiative.

Preferred Qualifications

• High-level knowledge of Caltech's operations, systems, and policies and procedures.

Required Documents

• Resume
• Cover Letter