Operations Lead

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Reporting to the Senior Associate Dean in the Office of the Dean of Undergraduate Studies, the Operations Lead will provide a broad scope of administrative support and manage the day-to-day operations across an office comprised of five staff members and the faculty dean. Responsible for coordinating office programs and communications, monitoring budgets, managing facilities needs, supporting the undergraduate deans and director of conduct and community standards, and interfacing with undergraduate students and the larger campus community.

This is an Essential Reporting position. In the event of an emergency on campus, an employee designated as essential reporting has essential job skills that are needed for response and recovery and is expected to report to Campus as soon as possible.

• Serves as the primary point of contact for the Undergraduate Deans Office and answers inquiries that require overall understanding of its policies, procedures, and current program offerings.
• Provides support to members of the Undergraduate Deans Office team. These duties include, but are not limited to, communication to students, faculty, and staff on behalf of the Office; assistance in preparing presentations and training materials; preparation of confidential and sensitive written documentation; administration of academic awards and honors; preparation of formal student documents, including for insurance, scholarship, transfer and graduate application purposes; and file documentation.
• Performs general office functions such as composing, editing, and drafting various correspondence and documentation; office payroll; facilities management, travel arrangements and expense reporting; and event planning/management, including supporting First-Year Orientation and Commencement.
• Processes enrollment changes for students and manages academic petitions and forms.
• Tracks and and analyzes data relevant to the Undergraduate Deans Office and related programs and processes.
• Manages professional memberships, conference and class registrations for Office staff; calendars meetings and events for staff.
• Updates and maintains legal/compliance posters and emergency preparedness materials for the Office.
• Serves as Essential Reporting personnel in case of a campus emergency.Coordinates and maintains all department confidential files and records. Responds to file requests from the Office of General Counsel, and tracks Hold Order requests; manages record retention timeline and disposition of files when appropriate.
• Creates and distributes Undergraduate Deans Office communications to campus, which may include email, brochures, graphic work, and website updates.
• Serves on Student Affairs divisional committees as needed.
• Coordinates all budgeting activities for the Office; tracks, monitors and analyses all budget expenditures; makes purchases for the Office; and ensures compliance with Institute policies and procedures.
• Oversees the work of temporary staff and work-study students.
• Other tasks or projects as assigned.

• BA or equivalent with 3 years of progressively responsible administrative experience.
• Excellent written and verbal communication skills, interpersonal skills, and the ability to communicate clearly and with sensitivity.
• Strong computer skills including Microsoft suite, Teams, Zoom.
• The ability to compose correspondence, organize work independently and handle multiple assignments efficiently with conscientious attention to detail and accuracy.
• Demonstrated problem solving skills and ability to collaboratively work in a team.
• Discretion in handling confidential information is essential.

• Previous Caltech experience or experience working in higher education.
• Must be willing to occasionally work a flexible schedule as determined by priorities

• Resume.