Finance & Facilities Manager, Advancement and Alumni Relations

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.

Reporting to the Director of Finance & Facilities within the division of Advancement and Alumni Relations (AAR), the Finance & Facilities Manager provides technical support and services that steward and maintain AAR's operations, finances and facilities.

Primary responsibilities include, day-to-day troubleshooting, managing facilities services and overseeing office equipment (such as copiers, printers, and phones). The manager will also monitor bi-weekly payroll activity, coordinate on/off-boarding and special projects. Also, includes financial reporting and procurement requests, under the supervision of the Director, as requested.

The position requires adept customer service and organized partnership building across AAR, academic division and administrative departments (primarily Caltech Facilities, Financial Services, IMSS and Talent Management) across the campus.

• Identify, coordinate, and manage facilities and equipment located in multiple areas for advancement and alumni relations.

• Coordinate the requisition, deployment, moving, end-of-service, and inventory tracking of equipment with support teams. Effectively manage needed timelines and calendars across departments and partners.

• Document services, track open requests, follow through to completion, and close requests as appropriate. Requests include but are not limited to building, equipment, storage, telecommunications, signage, and building access.

• Financial reporting and procurement responsibilities under the supervision of the Director.

• Plan, organize, and complete procurement of goods and services, including creating requisitions, reconciling PCARD reports and interfacing with Caltech's Procurement organization.

• Under the supervision of the Director, coordinate procurement activities with contracting officers, vendors and AAR staff regarding terms and conditions, content, timeline and budget. Provide ownership of purchasing timelines and deliverables, keeping stakeholders informed, to the scope, level and nature of requirements.

• Manage employee facilities and equipment set-up for Division by opening IMSS help desk tickets, provisioning facilities and systems access, and ensuring workstations are set-up.

• Provide individual onboarding recaps to new hire and hiring manager with detailed actions taken and relevant campus information.

• Manage the off-boarding process for separating and transferring team members.

• Serve as the payroll activity monitor (PAM) for AAR staff. Train and provide back-up as needed for AAR timecard approvers.

• Update internal directories, electronic distribution groups, staff rosters, and floor plans.

• Serve as the SharePoint/Nucleus content manager for the Finance & Facilities department.

• Assist with planning, implementation, and documentation of AAR Emergency Preparedness Plan and other safety and security initiatives including AED and First-Aid training.

• Other day-to-day activities as assigned.

• Three or more years of experience in a facilities/help desk role or similar role(s).

• Ability to work effectively in a high-volume and fast-paced environment.

• Ability to stay organized and prioritize effectively with competing priorities, multiple interruptions and tight deadlines.

• Excellent organization and time management skills and capable of managing and prioritizing multiple assignments with meticulous attention to detail and accuracy.

• Strong customer service orientation or help desk experience with friendly demeanor.

• Ability to interface with all levels of staff including leadership and external customers.

• 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 proficiency with Microsoft Office applications including demonstrated ability with Excel, Word, Power Point and SharePoint.

• Excellent written and verbal communication skills and interpersonal skills, with the ability to communicate clearly, tactfully and persuasively within Caltech and to external constituents.

• Strong orientation to teamwork and ability to bring others together to solve problems and balance competing priorities effectively.

• Ability to give and take appropriate initiative to organize, coordinate and follow through on all aspects of assignments.

• Available for occasional weekend and overtime hours.

• Experience in an office that handles facilities, IT, and personnel matters within an organization.

• Experience with systems such as Kronos, Techmart, CardQuest/Concur, Oracle, OBI, SharePoint, and Tableau.

• Experience developing and implementing policies and procedures.

• Experience working for a research institution or within a science/engineering environment.

• Resume
• Cover Letter