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Job Summary The Human Resources and Division Administration position (HR and Division Admin) provides Human Resources support and moderately complex administrative functions - both financial and non-financial - for a number of laboratories within Biology and Biological Engineering (BBE).
Job Duties - Administer and facilitate the HR-related processes for staff, non-academic faculty, visitors, guests, volunteers, and student workers; includes ensuring that all new hire paperwork is prepared and submitted to Human Resources, onboarding new staff, monitoring probationary timelines, maintaining records, and processing terminations. - Assist Division Office with Annual Salary Increase data-gathering and input. - Provide administrative support for the BBE Curriculum Committee and update the Caltech Catalog for the Biology Option; includes scheduling and taking notes in meetings. - Maintain calendar for the Beckman Behavioral Biology building (BBB) conference rooms, and assist with other BBE conference room reservations. - Process P-Card transactions and reconciliations, including travel expense reports as needed. - Petty Cash Custodian; maintain and reconcile petty cash. - Order office supplies and distribute mail. - Other duties as assigned.
Act as Payroll Activity Monitor (PAM) - Using Kronos, review and approve staff timesheets, ensuring accuracy. - Work with BBE staff members and Payroll department staff to resolve discrepancies. - Process labor distribution and account transfers.
Act as building coordinator (BC) for BBB - Submit work orders to notify the Facilities Department of specific needs of the building, and will notify building occupants of any activities that may affect their work space. - Issue keys and card access to BBB. - Participate in the BBE division's emergency preparedness and response team, acting as liaison between building occupants and first responders (Campus Security, Division Control Center, Pasadena Fire Dept., etc.).
Basic Qualifications - 3 years' experience in an administrative support role. - This position involves a certain level of confidentiality and the successful candidate must be able to manage information in a discreet and highly professional manner. - Proficient computer skills including Excel, Word, PowerPoint, and Outlook. - Comfortable learning new applications. - Excellent organizational skills; managing paper and digital files efficiently. - Helpful, respectful, and approachable. - Enthusiasm for building strong working relationships and a positive work environment. - Must demonstrate flexibility and ability to prioritize in a fast-paced environment.
Preferred Qualifications - 5 years' experience in an administrative support role. - Experience with Caltech administrative applications. - Experience with Human Resources policies and procedures.
We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.
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The California Institute of Technology (Caltech) is a world-renowned science and engineering research and education institution, where extraordinary faculty and students seek answers to complex questions, discover new knowledge, lead innovation, and transform our future.