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Job Summary The Graduate Option Manager for Bioengineering is responsible for the graduate academic programs and activities of the Bioengineering option in the Division of Biology and Biological Engineering (BBE) at Caltech. This is a hands-on job with plenty of interaction with students from coordinating activities to guiding them through their degree program and beyond. Every day is full of variety and will use all of your communication skills and computer skills as you interact with faculty, students, and deans; interact with committees and potential recruits; schedule payroll and track key milestones through student programs. Confidentiality and sensitivity play an important part. There will be times when you are expected to go above and beyond the call of duty. There is also room for creativity and improving processes. This position interacts closely with and provides support to the bioengineering executive officer, option representatives, admissions committees, faculty advisors, teaching faculty, academic affairs manager, graduate studies deans, and the registrar.
Job Duties Welcome and Support Visiting Students - Manage and oversee graduate admissions process including the administration of graduate applications; organize and prioritize applications and track deadlines. - Coordinate and organize graduate student visiting days, faculty presentations, student-faculty interview schedules, travel and logistics, and weekend events. - At other times during the year, communicate with campus visitors, prospective students; assist prospective applicants with inquiries relating to graduate admissions and matriculation; assist with inquiries involving degree and option requirements, obtaining approvals, etc.
Communicate - Keep website information up-to-date and assist in developing content. - Coordinate initiatives to promote and enhance visibility of graduate academic programs as well as student research opportunities. - Identify and utilize various sources and media, including print materials, email, and websites to advertise and communicate programs for graduate students both on- and off-campus, including internships, fellowships, and scholarship opportunities.
Help with Training Grant Applications - May oversee and administer non-science portions of NIH graduate training grant applications; may involve interpreting grant application instructions and guidelines to ensure proper completion of materials, and/or obtaining and analyzing requested data from multiple sources, such as descriptions of student academic history, research accomplishments, and budget estimates. - For final submission and reporting, coordination with Sponsored Research is required.
Use Analytical Skills - Maintain and analyze data to support the Division Visiting Committee and Institute accreditation processes. - Develop and produce information for various surveys and reports requested by executive officers, option faculty representatives, and Division office.
Organize Events - Coordinate and oversee administration for special programs, lunches, retreats, lectures, seminars, workshops, and other events sponsored by the Bioengineering option.
Support and Encourage Graduate Students - Monitor student progress towards candidacy and doctoral examination requirements, and assist with petitions, changing course schedules, etc.
Financial Administration - Manage all aspects of student payroll, from establishing graduate student salaries with faculty research advisors and their grant managers to processing payroll. - Develop, manage, and monitor all aspects of graduate student financial support for research assistantships, teaching assistantships, and fellowship appointments, including developing financial projections and estimates of allocations. - Monitor grad student spending allowances and process payments and reimbursements.
Proofreading and Diplomacy - Coordinate and submit yearly catalog updates to reflect current courses and option requirements. - Coordinate class scheduling with instructors and registrar, including reserving classrooms.
Interact with Faculty - Organize and facilitate faculty meetings, and other faculty related option activities. - Record and distribute meeting minutes.
Be Part of a Team - Act as support to other BBE Graduate Program Managers and work with them to find solutions to common challenges. - Perform other related duties as assigned.
Basic Qualifications - Bachelor's degree or combination of education and a minimum of five years of administration and/or project management experience. - Demonstrated expertise in coordinating and managing complex processes and programs and in identifying and implementing operational enhancement to improve workflow, efficiency, and productivity. - Excellent interpersonal relations skills. - Effective oral and written communications skills necessary to interface with faculty, students, staff, and visitors in a professional manner with tact, discretion, diplomacy, and creativity at times of conflict. - Must be conscientious, detail-oriented, and proactive in delivering high quality services under minimal supervision. - Proven expertise in all applications within Microsoft Office suite. - Passionate about Caltech and its educational and research mission.
Preferred Qualifications - Experience working in an Academic Division or Department. - Familiarity with Caltech and its systems, procedures, and policies.
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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