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Job SummaryThe Division of the Humanities and Social Sciences (HSS) seeks a detail-oriented and collaborative professional with excellent organizational and communication skills to join its administrative team as the Academic Option Manager. Reporting to the Division Operations Officer, this position manages the administrative aspects of two graduate programs (Social Sciences and Social and Decision Neuroscience) and the Social Sciences undergraduate programs, playing a key role in ensuring a positive and well-supported student experience.
The Academic Option Manager works closely with students, faculty, administrative staff, division leadership, other option managers, and various offices across Caltech to support students throughout their academic journey. This full-time, on-site position functions independently with minimal supervision and exercises discretion and independent judgment on matters of significance, while working within a collaborative administrative environment.
Essential Job DutiesManage all administrative aspects of the HSS graduate programs from recruitment and matriculation through graduation and beyond. Duties include, but are not limited to:
- Administering the HSS graduate admissions process, including processing applications, planning recruitment activities, scheduling interviews, and coordinating feedback.
- Organizing onboarding and orientation for new graduate students, assigning student offices and advisors, managing student payroll, and tracking student progress.
- Assigning and managing graduate student research and teaching assignments in coordination with division faculty, supporting both faculty needs and student academic
progress. - Counseling students as a trusted point of contact with sensitivity and discretion and involving other campus resources and division leadership as appropriate.
- In coordination with the HSS Grants and Finance Manager, providing financial oversight for the HSS graduate programs, ensuring responsible stewardship of program
resources. - Overseeing graduate purchasing and travel reimbursements.
- Planning and organizing student-oriented events from recruitment through graduation to foster community and engagement.
- Maintaining the HSS PhD alumni database.
- In coordination with HSS faculty and the Caltech Registrar's Office, create and maintain the Social Sciences teaching schedule to ensure courses are offered at the
undergraduate and graduate levels that allow students to fulfill Division and Institute program requirements. - Assign classrooms for HSS courses and manage room reservations.
- Coordinate and validate Caltech catalog updates for the HSS graduate and Social Sciences undergraduate programs, ensuring accurate and current program information
- Manage the administrative aspects of hiring/monitoring undergraduate students for teaching assistantships and other student employee roles.
- Manage all administrative aspects of HSS visiting students and volunteers.
- Develop and produce information for surveys/reports requested by leadership; maintain and analyze relevant data.
- As the primary division liaison to students, communicate with prospective students and their families as well as campus visitors; respond to inquiries from prospective students
and others regarding HSS academic programs. - Develop and propose new policies, procedures, and processes to improve the overall effectiveness and efficiency of the Division Operation Manager role.
- Special projects and other duties as assigned.
Basic Qualifications- Bachelor's degree
- Seven years of related work experience, with a strong preference for substantial experience in higher education.
- Excellent written and verbal communication skills, interpersonal skills, and the ability to communicate clearly and tactfully with a wide range of stakeholders.
- Superior electronic organizational skills, including expertise in applications within the Microsoft Office suite (including Word and Excel).
- Ability to manage multiple priorities and meet tight deadlines while maintaining a service-oriented approach.
Preferred Qualifications- Experience working in an academic division or department.
- Familiarity with Caltech operations and administrative practices.
- Experience working with AI tools to enhance administrative efficiency.
Required Documents Hiring Range$70,300 - $85,000 Per Year
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.
EEO StatementWe are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity, or national origin, disability status, protected veteran status, or any other characteristic protected by law.
Caltech is a VEVRAA Federal Contractor.
To read more Equal Employment Opportunity (EEO) go to eeoc_self_print_poster.pdf.
Disability AccommodationsCaltech complies with the Fair Employment and Housing Act (FEHA) and the Americans with Disabilities Act (ADA). We consider reasonable accommodation measures that may be necessary for eligible applicants and employees to perform the essential functions of a position.
If you would like to request an accommodation to complete this application, interview, or otherwise participate in the employee selection process, please contact Caltech Recruiting at employment@caltech.edu.
Additionally, if you do not meet the basic qualifications of a role but believe you can perform the essential functions of the job with reasonable accommodation, please reach out to Caltech Recruiting at employment@caltech.edu.
