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Job Summary

We are seeking a talented, enthusiastic, and detail-oriented Options Manager (working title Graduate Affairs Coordinator) to join the Physics, Math, and Astronomy Division (PMA) administrative team. The successful candidate will possess initiative, excellent judgement, and strong problem-solving skills. The PMA Graduate Affairs Coordinator manages and oversees the general administration and organization for the PMA Division in the area of graduate academic programs. This role requires the ability to provide solutions to a wide range of difficult problems and effectively handle unique and complex requests. This position requires someone who is excellent in interacting with faculty, students, and staff; is organizationally astute; and who can handle many responsibilities simultaneously with discretion and tact.

The successful candidate has exceptional people skills and an excellent memory for detail. Further, the role requires the ability to comprehend “the big picture” as well as a meticulous attention to detail to execute many smaller tasks effectively. We are seeking someone who is dedicated to becoming an integral member of a team, who can provide information that is needed by others even before it is requested, and who understands what information others need to do their jobs. This full-time, on-site position requires a high level of independent judgment; strong analytical skills; and frequent interaction and collaboration with faculty, students, other option administrators, grants managers, and the department administrator.

This position plays a strategic role in influencing and recommending program design and implementation changes to ensure that academic program goals and objectives are met at the Departments, Division, and Institute levels.

Essential Job Duties

• Assists in managing the graduate admissions process including the administration of graduate applications; organizes and prioritizes applications, internal fellowship nominations, and tracks deadlines. Manages and oversees graduate student visiting days in a strategic and detailed manner, including all events and processes: presentations, interview schedules, campus and lab tours, lunch and dinner meetings, and travel logistics. Processes and reconciles corresponding financial transactions.
• In collaboration with the Director of Student Programs, manages administrative activities in connection with the graduate academic programs, including counseling students from the beginning to end of their degree programs in myriad ways and playing a key role in the Institute’s “Safety Net” in observing students and taking appropriate actions.
• Monitors and schedules graduate student orientation, coursework records of study, candidacy and doctoral examinations, petitions, etc. Works directly with students and faculty regarding degree and option requirements. Maintain student files, including a database of current and former students. Initiates communication with Academic Officer and other faculty members on upcoming academic program deadlines requiring their attention.
• Under the direction of the Director of Student Programs, contribute to the development, management, and monitoring of fellowship and teaching assistantship budgets including developing financial projections and monthly reconciliations. Works with faculty and grants managers for each student to determine stipend rates, tuition requirements, and labor distribution and adjustments. Manages payroll for over 200 students, including all aspects of graduate student financial support for research assistantships, teaching assistantships and fellowship appointments. Keeps within budget constraints in all these areas.
• Coordinates yearly catalog updates for PMA graduate programs to reflect current courses, course requirements and program requirements. 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.  Actively maintains the division website as it pertains to the academic programs and student affairs.
• As a department liaison to graduate students, communicates with campus visitors, prospective students and their families; responds to prospective applicants regarding PMA graduate programs.
• Coordinates marketing initiatives to promote and enhance visibility of graduate academic programs as well as student research opportunities. Identifies and utilizes various sources and media to advertise and communicate programs for graduates both on- and off-campus including internships, fellowships and scholarship opportunities.
• Develops and proposes new policies, procedures and processes within the division to improve the overall effectiveness of the academic programs.
• As a liaison to graduate students and their advisors, uses tact, discretion, diplomacy, and creativity.
• Works very closely with HR Records, the Graduate Office and Registrar on all aspects of the academic programs. Act as a liaison to Career Development Center to enhance internship and career recruiting activities for PMA students.
• Plays key advisory role with Executive Officers and Option Representatives; frequent interaction and collaboration with faculty, students, other administrative staff.
• Acts as a back-up to the Director of Student Programs, and routinely shares knowledge and information with peers to better the student experience Division-wide.
• Other duties as assigned.  

Basic Qualifications

• BA/BS degree or equivalent years of experience with a minimum of five years (at least one year in higher education) previous administrative and/or project management experience.
• Demonstrated expertise in identifying and implementing operational enhancements to improve workflow, efficiency and productivity.
• Outstanding interpersonal relations skills and effective oral and written communications skills necessary to interface with faculty, students and visitors in a professional manner.
• Previous leadership expertise in coordinating and managing complex processes and programs.
• Must be conscientious, detail-oriented, and proactive delivering high quality services under minimal supervision.
• Proven expertise in all applications within Microsoft Office suite along with relational databases.  
• Passionate about Caltech and its educational and research mission.

Preferred Qualifications

• Graduate degree in higher education, student affairs, or related field.
• Experience working in an Academic Division or Department.

Required Documents

• Resume
• Cover Letter