Caltech is a world-renowned science and engineering institute that marshals some of the world's brightest minds and most innovative tools to address fundamental scientific questions. We thrive on finding and cultivating talented people who are passionate about what they do. Join us and be a part of the diverse Caltech community.
Under general supervision of the Senior Director of Talent Management, the Talent Management Specialist independently plans, manages, and reports on assigned AAR-wide talent and personnel activities and special projects. Working as an integral part of the three-member Talent Management team (including the Associate Director of Talent Acquisition), the Specialist will support the goals and priorities of the Vice President of Advancement and Alumni Relations and partner with and support other AAR staff to ensure proactive and strategic deployment of programs and services related to talent and personnel. This position requires a thorough understanding and application of internal AAR processes and Institute policies and procedures, discretion, confidentiality, and good judgment. Keen attention to detail and a high customer service orientation will be important for success.
Essential Job Duties
Assist with meeting scheduling and managing the calendars of the Senior Director of Talent Management and Associate Director of Talent Acquisition
Greet visitors; screen, route and/or respond to inquiries and requests for information, assistance and resources; prepare meeting materials and follow up on items from meetings
Provide administrative support for staff HR processes including new hire, termination, compensation, reclassification, performance evaluations, performance management, and leaves
Provide substantive support for both in-house and contract staff training efforts, including agenda setting, securing speakers, identifying, and booking venues and catering (with Events colleagues), producing PowerPoints, handouts, etc.
Provide similar support for regular All Hands meetings
Update and maintain important AAR documents including AAR organizational chart(s), ensuring accuracy of titles and compliance with Institute's visual identity program
Coordinate candidate interviews for various positions including interview schedules, travel, hotel accommodations and relocation tours
Assist with changes in personnel transactions and information using EDA system. Serve as primary AAR manager of central HR database(s)
Maintain personnel files for AAR
Serve as liaison to Human Resources for Caltech-provided training for AAR; communicating and arranging for training such as Caltech management training, Caltech systems, training required or offered by Caltech Human Resources, and Microsoft Office and other applications
Plan and execute travel arrangements for the Senior Director and Associate Director, including itinerary and coordinate changes during the trip and prepare travel expense reports and monitor expenses
Monitor, reconcile and develop projections and reports related to Talent Management's operating budget
Perform other related duties as assigned
Coordinate and lead the #AARTogether committee, leading bi-weekly meetings, sending weekly emails, maintaining the #AARTogether Nucleus page, and preparing sessions
Coordinate the development and management of the new staff orientation program for all AAR employees
Under the Senior Director's direction, support the annual talent review process through updating records, reviewing to ensure accuracy of appraisals, troubleshooting, and creating reports
Under the Senior Director's direction, initiate and support employee engagement surveys and analysis and other efforts related to employee satisfaction and recognition; includes regularly updating records, ensuring continuity and accuracy of set up, and creating reports
Under the Associate Director's direction, manage recruitment processes for AAR Caltech temporary employees and external temporary employees
Act as content manager for Talent Management's presence on The Nucleus, AAR's custom intranet site based on Microsoft SharePoint; maintain team page, library of job descriptions, and other resources for staff use
Bachelor's degree or equivalent
Minimum of 2.5 years of progressively responsible administrative experience
Project management experience from concept through completion
Excellent organization, project and time management skills; must be capable of managing and prioritizing multiple assignments with meticulous attention to detail and accuracy
Proven ability to implement and manage projects and programs independently
Excellent written communication skills, including strong spelling and grammar proficiencies
Excellent verbal communication skills, interpersonal skills and the ability to communicate clearly and tactfully within Caltech and to external constituents
Ability to organize and present information clearly and persuasively
Experience developing and implementing policies and procedures
Strong proficiency with Microsoft Office and related applications; highly skilled with document preparation, familiarity with database management, and the ability to manipulate data and spreadsheets and organization charts
Ability to work effectively in a fast-paced environment, juggling and meeting multiple and/or competing deadlines
Tact, discretion, diplomacy; experience and judgment to deal appropriately with confidential information
Well-spoken and poised, with the highest standards of professionalism maintained at all times
Strong customer service orientation and skills, demonstrating a professional and friendly demeanor, including the ability to anticipate and provide friendly and helpful service to internal and external customers
Ability to approach assignments in a proactive manner and with an eye on continuous improvement of routine processes
Ability to independently prioritize work and apply good judgment and creativity in multi-tasking and problem-solving
Strong analytical skills
Detailed understanding and judgment related to policy implementation, detail accuracy and timeliness, coordination and problem anticipation, diagnosis and resolution, and sensitivity to appropriateness and compliance
Demonstrate the ability to practice and adhere to organizational values
Experience in human resources, recruitment, or higher education advancement
Experience with orientation and onboarding of new hires
Caltech or other Higher Education experience
Knowledge of human resource business applications and software
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.