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Job Summary Under the direct supervision of the Senior Director of Student Activities & Programs and the Assistant Vice President for Student Affairs Operations, the Assistant Program Coordinator (APC) provides a broad range of event and administrative support to the Student Activities & Programs office and works collaboratively within Student Affairs to serve the overall student population.
Job Duties The APC serves as the first point of contact for all visitors to the Student Activities & Programs office and is friendly with excellent communication, interpersonal and customer service skills. The APC possesses a clear understanding of the resources available to students and the campus at large, and provides general guidance for students in need of event planning and fund advising.
The APC works in conjunction with the Senior Director in the annual programming of student events and activities. The APC independently leads the logistical planning, scheduling, documentation, and budgeting of variable scale events and activities including but not limited to New Student Carnival, HackTech, Ditch Day, student socials/outings, student leadership retreats, holiday break events, student government events, senior class activities, social skills classes, and other campus life events.
The APC coordinates event logistics including preparation of contracts, purchasing, venue reservations, permits, catering, audio visual, security, marketing, registrations, etc. The APC will also plan, facilitate, and schedule meetings with student leaders and groups.
The APC provides high-level administrative support for the Senior Director; compiles and maintains documentation and data relating to student life and events. The APC oversees event related purchasing, reimbursements, petty cash, p-card reconciliation, budgeting, and fiscal reporting of several Institute accounts. Responsible for reconciling the departmental budget and provides budget reports to the Senior Director of Student Activities & Programs and the Assistant Vice President for Student Affairs Operations.
The APC works in a collaborative relationship with all students, faculty, and other Caltech offices, and actively participates in implementing policies and procedures to enhance the overall effectiveness of the Student Activities & Programs Office. The ability to provide timely and accurate communication is an essential component of this position. This position requires frequent attendance at on and off campus events during and outside normal business hours, and will require a non-traditional work schedule.
The APC assists the Senior Director in managing usage and operations of 400 S. Hill, a student gathering venue. In addition, the APC assists with preparations and purchasing for the Senior Director's cooking class as well as the hiring and timekeeping of student workers.
The APC supports and assists student group travel and retreat arrangements (e.g. ARC, ASCIT, IHC) through Card Quest.
Other duties as assigned.
Basic Qualifications - Bachelor's degree in Student Affairs, Higher Education, or related field - Minimum two years of professional or paraprofessional experience in an academic institution - Superior interpersonal skills and the ability to make connections and work creatively and effectively with students, faculty, staff, administrators, and alumni - Highly organized with strong attention to detail and ability to work on multiple projects simultaneously - Ability to think creatively to solve problems and develop solutions - Ability to work both independently and collaboratively in fast-paced environment - Experience with event planning - Advanced written and oral communication skills and ability to present information in a manner that is appropriate for the needs of the audience - Ability to attend evening and weekend events - Strong proficiency with Microsoft Word, Excel, Oracle based calendar program, internet, and the ability to learn other software programs and systems with ease - Pleasant demeanor and ability to handle stressful environment during peak times - Ability to handle confidential information with tact and discretion - Experience in budget development and management - Ability to work effectively in collaboration with other administrative units
Preferred Qualifications - Demonstrated knowledge of student development theory, adult learning, and/or organizational psychology - Experience in student activities programs, student government and leadership, or residential life - Experience with event planning or project management cloud-based software - Familiarity with OrgSync, Engage, Asana, or similar group and/or event management software platform
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.