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.
HR Programs and Engagement manages projects focused on employee experience, professional development, and streamlining HR processes. The Programs and Engagement Coordinator supports the implementation of programs and services for the Institute that engage and support members of the Caltech community. The position will report to the Programs and Engagement Managers as a member of the Programs and Engagement Team.
Support Programs and Engagement operations including maintenance of HR website, preparation of weekly Worklife newsletter, coordination of quarterly managers briefings, FileMaker Pro database maintenance, communications design, and department invoicing.
Project support, including but not limited to, administrative support, generating and distributing reports, scheduling meetings, and assisting in project organization.
Provide support to ongoing projects and track specific aspects of the project under the supervision of the project manager.
Coordinate project management activities, resources, equipment, and information tied to the project. Coordinate and monitor project data collection activities to ensure the goals and objectives are being met.
Act as the point of contact and communicate project status to all participants; monitor project progress, and triage issues that ariseredirect all other concerns to the appropriate contact.
Help identify, document, and escalate project issues and risks. Assist in projects and coordinate implementation of project rollout, including Institute-wide communications and training for staff.
Coordinate, design, and edit invitations, marketing, and promotional materials that publicize events and programs as well as update websites.
Prepare presentations and other educational materials.
Recruit and manage volunteers for events.
Coordinate event logistics, including registration and attendee tracking, presentation and materials support and pre- and post-event evaluations.
Serve as liaison with vendors on event-related matters.
Assist with managing on-site preparation, production and clean up for events as necessary.
Provide general office support including answering phones for Operational Effectiveness, respond to inquiries on events, training, and worklife seminars.
Administrative support for Operational Effectiveness including reconciling monthly charge cards, reviewing, and making suggestions to streamline processes.
Provide administrative support to Tuition Reimbursement program including the filing of tuition reimbursement paperwork.
Perform other related duties as assigned.
Exceptional customer service skills.
Skilled in MS Office Suite particularly Excel, Teams, and SharePoint
Ability to work collaboratively to solve complex problems.
Familiarity with content management systems and web administration
Minimum of 1 year of events coordination experience.
Minimum of 1 year of administrative experience.
Minimum of 1 year of customer service experience.
Skilled in collaborating among various groups and contributors.
Ability to foresee and proactively solve problems.
2 or more years of events coordination experience in a higher education setting.
Experience with content management systems or web publishing 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.