Job Summary

Reporting to the assistant vice president for strategy, finance, and operations of the Strategy Implementation Group, the Strategy and Operations Manager is a position that requires strong project management skills to provide comprehensive support to strategic initiatives across the Institute and Jet Propulsion Laboratory (JPL).

This position is responsible for coordinating initiatives that support or pursue strategic contracts or funding opportunities for the Institute's academic divisions and JPL, as identified and directed by senior leadership. The position will work closely with faculty and staff across campus offices, academic divisions, and JPL to manage the planning, development, and execution of strategic committees, task forces, or programs related to capture planning. A core function of this position is project management including scheduling, managing and tracking multiple project deadlines as well as managing the delivery of stakeholder contributions.
Essential Job Duties

• Manage the planning, development, and execution of new and existing strategic committees, task forces, or programs related to capture planning for academic divisions and JPL, including efforts preceding an official Request for Proposal (RFP).
• Effectively communicate with the AVP of Strategy Implementation as well as Divisions and JPL leadership, staff, and other stakeholders regarding project timelines, needs, and budget.
• Manage and coordinate planning, events, and communications in support of the William H. Hurt Scholars Program, including monthly luncheons, advisory committee meetings, and symposia (every two years). The William H. Hurt Scholars program furthers Caltech's impact across science and engineering while ensuring that the Institute continues to attract extraordinary thinkers and researchers from around the world. The program provides an annual cohort of young faculty with a collaborative and multidisciplinary environment and funding opportunities in which to develop research projects.
• Coordinate and contribute to the development of research and analysis, reports and presentations, graphics, visual data, and other materials.
• Manage relevant SharePoint sites and document sharing systems to coordinate efforts among stakeholders.
• Oversee operational services related to the strategic initiative or program for staff participating in the strategic initiative, including office equipment support and facilities management.
• Oversee and administer the purchasing activities related to the strategic initiatives or
• programs, including managing open purchase orders through Techmart, negotiating with vendors, P-card reconciliation, creation of new purchase orders, and payment of all invoices.
• Provide monthly reports regarding costs and operating funds.
• Act as a liaison for campus services including facilities, procurement, finance, and information management services and systems, as needed.
• Regularly review policies, procedures, and workflows and make recommendations to leadership in developing procedures to enhance operations and interaction among the stakeholders.
• Staff on-campus events or meetings and escort visitors as needed.
• Other duties as assigned.

Basic Qualifications

• Bachelor's degree or equivalent and a minimum of five years of related experience.
• Strong organizational skills and demonstrated capacity to develop and implement practical plans for identified tasks.
• Strong critical thinking skills and high attention to detail.
• Proven track record in managing competing priorities and prioritizing effectively.
• Excellent diplomacy skills, good judgement, and ability to converse easily, with courtesy and clarity, with all members of the Caltech community and beyond.
• Ability to work as a collaborative, conscientious and dependable colleague.
• Ability to handle sensitive and confidential situations and information with absolute discretion.
• Ability to identify opportunities and implement solutions for improved productivity and use of resources; takes initiative to improve work processes.
• Experience organizing and coordinating an office operation or program, anticipating needs, and developing solutions.
• Flexibility and adaptability to shifting priorities.
• Technologically savvy with office equipment, and proficient with systems including Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams), Adobe Acrobat, Zoom, and document sharing software (e.g. Google Docs, and Box).
• Willingness to learn new systems as the need arises.
• Must be available to work on campus, as needed.

Preferred Qualifications

• Experience working in higher education.
• Strong understanding of financial and general accounting principles.
• Ability to navigate databases and use analysis software.
• Knowledge of Caltech policies and experience with campus systems.

Required Documents

• Resume.

Hiring Range

$35.75 - $48.08 per hour

The salary of the finalist(s) selected for this role will be set based on a variety of factors, including but not limited to, internal equity, experience, education, specialty and training.

As one of the largest employers in Pasadena, CA, Caltech is committed to providing comprehensive benefits to eligible employees and their eligible dependents. Our benefits package includes competitive compensation, health, dental, and vision insurance, retirement savings plans, generous paid time off (vacation, holidays, sick time, parental leave, bereavement, etc.), tuition reimbursement, and more. Non-benefit eligible employees will have access to some benefits such as onsite counseling and sick time. Learn more about our benefits and staff perks.