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 mechanical, electrical, plumbing and controls, provide office management support to the Manager of Instrumentation and Controls and the Utility Plant Supervisor. The incumbent will monitor workflow systems such as the campus CMMS and time reporting software. They will provide compliance reporting support and act as a liaison between other departments. Coordinate meetings and plant activities with outside entities and the campus community.
Essential Job Duties
Responsible for following all safety procedures and maintaining a safe and secure work environment.
Use the IWMS for daily staff employee workflow and management timekeeping reviews and approvals.
Use the Caltech Timekeeping System KRONOS for daily review of staff timecard activity for payroll.
Manage communications and scheduled appointments with reporting agencies and campus department.
Monitor and improve processes and procedures to enhance work environment.
Manage daily logs and compliance information, produce reports to support the operation.
High school graduate or equivalent and four years of general office experience.
Possess excellent interpersonal skills to interact effectively with faculty, staff, students, and visitors.
Software proficiency in MS Word, Excel, Outlook, CMMS, and timekeeping software.
Knowledge of compliance and regulator reporting structures.
It is essential that a successful applicant be able to learn and successfully use new software, adapt to new technology, be a self-starter with the ability to work independently, maintain confidentiality and meet deadlines.
Strong verbal and written communication skills.
Candidate must be capable of prioritizing tasks and meeting critical, time sensitive deadlines.
The ability to multi-task and shift seamlessly between competing priorities.
Other Duties as assigned.
Previous Caltech experience or experience working in an academic or construction environment.
Proficiency with AiM (Asset Works) and Kronos or similar preventive maintenance and timekeeping software would be a plus.
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.