Division Option Manager

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.

The Division of the Humanities and Social Sciences (HSS) seeks a detail-oriented and collaborative professional with excellent organizational and communication skills to join its administrative team as the Division Option Manager. Reporting to the Division Operations Officer, this position manages the administrative aspects of two graduate programs (Social Sciences and Social and Decision Neuroscience) and the Social Sciences undergraduate programs, playing a key role in ensuring a positive and wellsupported student experience.

The Division Option Manager works closely with students, faculty, administrative staff, division leadership, other option managers, and various offices across Caltech to support students throughout their academic journey. This fulltime, onsite position functions independently with minimal supervision and exercises discretion and independent judgment on matters of significance, while working within a collaborative administrative environment.

Manage all administrative aspects of the HSS graduate programs from recruitment and matriculation through graduation and beyond. Duties include, but are not limited to:

• Administering the HSS graduate admissions process, including processing applications, planning recruitment activities, scheduling interviews, and coordinating feedback.
• Organizing onboarding and orientation for new graduate students, assigning student offices and advisors, managing student payroll, and tracking student progress.
• Assigning and managing graduate student research and teaching assignments in coordination with division faculty, supporting both faculty needs and student academic
  progress.
• Counseling students as a trusted point of contact with sensitivity and discretion and involving other campus resources and division leadership as appropriate.
• In coordination with the HSS Grants and Finance Manager, providing financial oversight for the HSS graduate programs, ensuring responsible stewardship of program
  resources.
• Overseeing graduate purchasing and travel reimbursements.
• Planning and organizing student-oriented events from recruitment through graduation to foster community and engagement.
• Maintaining the HSS PhD alumni database.
• In coordination with HSS faculty and the Caltech Registrar's Office, create and maintain the Social Sciences teaching schedule to ensure courses are offered at the
  undergraduate and graduate levels that allow students to fulfill Division and Institute program requirements.
• Assign classrooms for HSS courses and manage room reservations.
• Coordinate and validate Caltech catalog updates for the HSS graduate and Social Sciences undergraduate programs, ensuring accurate and current program information
• Manage the administrative aspects of hiring/monitoring undergraduate students for teaching assistantships and other student employee roles.
• Manage all administrative aspects of HSS visiting students and volunteers.
• Develop and produce information for surveys/reports requested by leadership; maintain and analyze relevant data.
• As the primary division liaison to students, communicate with prospective students and their families as well as campus visitors; respond to inquiries from prospective students
  and others regarding HSS academic programs.
• Develop and propose new policies, procedures, and processes to improve the overall effectiveness and efficiency of the Division Operation Manager role.
• Special projects and other duties as assigned.
  

• Bachelor's degree
• Seven years of related work experience, with a strong preference for substantial experience in higher education.
• Excellent written and verbal communication skills, interpersonal skills, and the ability to communicate clearly and tactfully with a wide range of stakeholders.
• Superior electronic organizational skills, including expertise in applications within the Microsoft Office suite (including Word and Excel).
• Ability to manage multiple priorities and meet tight deadlines while maintaining a serviceoriented approach.

• Experience working in an academic division or department.
• Familiarity with Caltech operations and administrative practices.
• Experience working with AI tools to enhance administrative efficiency.
  

• Resume
• Cover Letter