Job Overview Caltech is a world-renowned science and engineering research and education institution, where extraordinary faculty, students and staff seek answers to complex questions, discover new knowledge, lead innovation, and transform our future.
Reporting directly to the Chief of Campus Security and Parking Services, the Supervisor/Sergeant - Chief's Aide serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Chief of Campus Security. The Supervisor/Sergeant - Chief's Aide also serves as a liaison to the Department's administrative and uniformed staff, and oversees special projects.
The Supervisor/Sergeant - Chief's Aide must be creative and enjoy working within an environment that is mission-driven, results-driven, and community oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities.
The Supervisor/Sergeant - Chief's Aide must have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.
Job Duties - Completes a broad variety of administrative tasks including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential - Manages the Report Exec Software System, which involves coordinating systems operations, upgrades and contract management with vendor, developing and facilitating training on system use and account management - Communicates directly, and on behalf of the Chief of Campus Security, to Caltech community members and staff, on matters related to the Chief's initiatives and programs; edits and creates acknowledgement letters from the Chief to internal and external groups/departments - Researches, prioritizes, and follows up on incoming issues and concerns addressed to the Chief, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response - Provides a bridge for smooth communication between the Chief and other Caltech departments, by demonstrating leadership to maintain credibility, trust and support with administrative and uniformed staff - Works closely and effectively with the Chief to keep him/her well informed of upcoming commitments and responsibilities, and following up appropriately - Provides leadership and manages a variety of special projects for the Chief, some of which may have organizational impact - Performs basic patrol functions required of every member of the Caltech Security Department - Follows up on contacts and supports the cultivation of ongoing relationships
Basic Qualifications - Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail - Very strong interpersonal skills and the ability to build relationships with stakeholders; including staff, faculty, administrators, visitors, and vendors - Excellent written and verbal communication skills - Accurate report writing skills including the proper use of grammar, punctuation and spelling - Excellent computer skills in the use of word processing, spreadsheet, internet, email applications, Microsoft office suite and databases - Demonstrated proactive approaches to problem-solving with strong decision-making capability - Emotional maturity and professional demeanor - Highly resourceful team-player, with the ability to also be extremely effective independently - Proven ability to handle confidential information with discretion - Adaptable to various competing demands, and demonstrate the highest level of customer/client service and response - Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment - Forward looking thinker, who actively seeks opportunities and proposes solutions
In addition to the above, a qualified candidate must be able to perform the basic patrol functions required of every member of the Caltech Security Department. The following statements are the essential functions to be performed by an individual assigned to this job.
Must be able to:
- Communicate in a courteous, effective, and professional manner in a person, by telephone, two-way radio, and electronic media - Perform high visibility patrols on campus, at Caltech properties, and at student/faculty houses to discourage and deter crime - Respond to requests for assistance - Respond to emergency calls, fire alarms, intrusion alarms on campus - Render emergency First Aid and CPR when needed - Conduct health and safety checks as required - Prepare a daily log of shift activities and write incident reports - Write work requests - Patrol parking areas - Support traffic, parking, and vehicle permit programs - Receive incoming telephone calls and dispatch information/requests to officers working in the field - Provide access to authorized persons to Institute buildings and facilities - Provide safety escorts on- and off-campus - Work closely with local police and fire agencies - Represent the Institute in its relationships with the community, government agencies, professional societies, and other groups - Ability to testify in court - Stay current with best practices in campus safety and community oriented policing strategies - Participate in crime analysis and prepare crime data - Maintain and update crime maps and statistics on a regular basis - Perform assigned duties as requested - Must be able to walk to Campus properties - Candidates must exhibit excellent interpersonal and customer service skills - Must have a valid California BSIS guard card, first aid and CPR certification - Must possess a valid California driver's license and be able to be qualified as an Institute's Caltech designated driver - Must be able to work any day/shift - Must be have the ability to lift 50 pounds or more, without assistance, walk/Stand/Stoop frequently, and work in inclement weather
Preferred Qualifications - Prior experience as a Chief's Aide or administrative level assistant - Administrator level knowledge of Report Exec Software - Five years of experience in Campus Security and/or Law Enforcement - Leadership training or certification from a regionally accredited college or university - Extensive knowledge of Clery Act - Extensive knowledge of VAWA - Prior experience working with members of various communities and protected classes
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.