Graduate Option/Program Manager, Chemistry

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Job Summary

The Graduate Option/Program Manager is responsible for managing, overseeing, and executing the Chemistry graduate program. This full-time, on-campus position requires a high level of independent judgment, strong analytical skills, and frequent interaction and collaboration with faculty, students, and other option coordinators and managers.

The Chemistry graduate program resides within the Division of Chemistry and Chemical Engineering. It is designed to provide students with academic training and research experience in chemical physics, organic chemistry, inorganic chemistry and electrochemistry, organometallic chemistry, and biochemistry and chemical biology.

Essential Job Duties

• Manages and oversees the graduate admissions process, including the administration of graduate applications; organizes and prioritizes applications and tracks deadlines. Manages and oversees graduate student visiting weekends, faculty presentations, student interview schedules, travel and logistics, and weekend events. Manages all administrative activities in connection with the graduate programs including processing and reconciling financial transactions and records administration.
• Plays a strategic role in influencing and recommending design and implementation changes to ensure that program goals and objectives are met at the option, division, and Institute levels.
• Coordinates marketing initiatives to promote and enhance visibility of graduate programs as well as student research opportunities. Identifies and utilizes various sources and media, including print materials and websites, to advertise and communicate programs for undergraduates and graduates both on- and off-campus, including internships, fellowships, and scholarship opportunities.
• Manages and oversees program marketing and administration for special academic programs, retreats, lectures, seminars, workshops, and other academic events sponsored by Chemistry. Manages logistics associated with domestic and foreign travel, including visas for international students.
• As the option liaison to graduate students, communicates with campus visitors, prospective students, and their families; responds to prospective applicants regarding graduate admissions and matriculation; works directly with students regarding degree and option requirements, obtaining approvals, etc.
• Monitors student degree progress and schedules student committee meetings, candidacy and doctoral examinations, petitions, course schedules, etc.
• Develops, manages, and monitors all aspects of graduate student financial support for research assistantships, teaching assistantships, and fellowship appointments. Keeps within budget constraints in all these areas.
• Works with all graduate students to process PhD completion materials.
• Develops, manages, and monitors instructorship and teaching budgets, including developing financial projections and quarterly estimates of allocations.
• Coordinates yearly catalog updates for Chemistry to reflect current courses and requirements. Submits catalog changes on behalf of the Option Representative and independently verifies that all catalog changes are self-consistent with all related courses and requirements.
• Develops and produces information for various surveys and reports requested by option faculty representatives and Division Operations Officer.
• Maintains and analyzes data for the Option and the Division to support the Institute's accreditation process.
• Initiates communication with Academic Officer and other faculty members on upcoming academic program deadlines requiring their attention.
• Works very closely with the Graduate and Registrar's offices on all aspects of the academic program.
• Works with faculty to identify students to cover program Teaching Assistantships. Handles details, including budgets and class hours allotted; recognizes when class enrollment is larger than expected and is able to handle adjustments quickly and flexibly. Takes the initiative to identify potential TAs for consideration by faculty.
• Provides academic counseling for students from beginning to end of their degree programs in myriad ways. Plays a key role in the Institute's "Safety Net" by observing students and taking appropriate actions.
• Meets regularly with the other option managers within CCE to discuss and find solutions to common problems.
• As principal liaison to graduate students and their advisers, requires tact, discretion, diplomacy, and creativity at times of conflict.
• Plays key advisory role with Executive Officer and faculty Option Representative; frequently interacts and collaborates with faculty, students, other option managers, and administrative assistants.
• Acts as a back-up to other CCE Graduate Option Managers.
• Other duties as assigned.

Basic Qualifications

• Bachelor's degree or equivalent experience.
• Minimum of five years (at least one year in higher education) of previous administrative and/or project management experience.
• Demonstrated expertise in identifying and implementing operational enhancements to improve workflow, efficiency, and productivity.
• Outstanding interpersonal relations skills and effective oral and written communication skills necessary to interface with faculty, students, and visitors in a professional manner.
• Previous leadership expertise in coordinating and managing complex processes and programs.
• Must be conscientious, detail-oriented, and proactive, delivering high-quality services under minimal supervision.
• Proven expertise in all applications within Microsoft Office suite, along with relational databases.
• Passionate about Caltech and its educational and research mission.

Preferred Qualifications

• Master's degree.
• Experience working in an Academic Division or Department.
• Familiarity with Caltech and its systems, procedures, and policies.
• Experience working in Student Affairs at any higher education institution.

Required Documents

• Resume
• Cover Letter
• List of 3-5 references