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Faculty and Postdoctoral Scholar Specialist

Job Description

Faculty and Postdoctoral Scholar Specialist

Full Job Description


Job Category: Fulltime Regular
Exempt Overtime Eligible: Overtime Eligible
Benefits Eligible: Benefit Based

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.

Job Summary

The Faculty and Postdoctoral Scholar Specialist will provide direction and coordination to various Faculty and Postdoctoral Scholar Services activities and for the reporting and maintaining accurate and appropriate analysis of all documentation. This Specialist will follow up and resolve issues; ensure processing of all forms and performance of all transactional work in Oracle HRMS for customers. Provide policy and procedure support and interpretation to campus customers, both internally and externally. Establish and document processes and procedures, generate reports, provide training to campus, as necessary. The Specialist is a liaison to customers for all Faculty and Postdoctoral Scholar needs.

Essential Job Duties

  • Administer all aspects of appointments/re-appointments for Visiting Faculty, Lecturers, Instructors, Coaches, Postdoctoral Scholars and Visitors. ensure complete and accurate production of all terms and condition letters; conduct employee orientation; establish, document, and maintain processes and procedures to ensure timely processing of all payroll, tax, benefits and records forms; update employee records utilizing multiple database systems.
  • Develop and implement a comprehensive orientation program for both one-on-one and group sessions, reinforcing the spirit and mission of the Caltech community, while ensuring all required forms are completed.
  • Handle communications surrounding Human Resources services for non-professorial and academic non-faculty, including understanding institute guidelines, facilitating immigration services and payroll set-up, participation in benefits programs.
  • Review and evaluate all Recommendation forms for accuracy and compliance with all Caltech policies, affirmative action requirements, and compliance with IACC approval procedures and submission requirements to the IACC and Board of Trustees.
  • Follow-up and resolve all outstanding questions and/or issues surrounding Recommendations on appointments and re-appointments.
  • Coordinate development and production of various letters regarding new appointments, re appointments, leave of absence, salary changes, title changes and promotions.
  • Coordinate implementation and communication of assignment changes with Payroll, Employee Records and Faculty Records.
  • Coordinate updates and changes to Caltech Catalog regarding Academic Officers, Faculty listings; develop and proofread report to the Publications department; verify accuracy and completeness of all data.
  • Interface with faculty members and Division offices to resolve outstanding Benefit Billing account balances.
  • Interpret, apply and implement policies and procedures to respond to and resolve specific issues and inquiries from Division offices and academic faculty members; work closely with the Provost Office to resolve complex and/or confidential matters.
  • Develop and implement procedures to track expiration dates on appointment periods and visas; work closely with Academic Divisions to ensure proactive and efforts to resolve pending issues.
  • Collaborate and coordinate meetings with the Caltech Postdoctoral Scholar association as well as coordination of the agenda and minutes for the Faculty and Postdoctoral Scholar meeting.

Basic Qualifications

  • Minimum 3 years Records and/or HR office experience with exposure to data reporting and analysis.
  • Excellent communication, organizational, analytical and problem-solving skills.
  • Must have experience with various software applications, including Oracle, Windstar and Microsoft office applications.
  • Must possess the ability to work effectively with large volumes of work while maintaining accuracy and confidentiality.
  • Working knowledge of Institute policies and procedures relating to the Academic non-faculty and Postdoctoral Scholar matters.

Preferred Qualifications

  • Working knowledge of Institute policies and procedures relating to the Academic non-faculty and Postdoctoral Scholar matters.

Required Documents

  • Resume

To be considered for this position please visit our web site and apply on line at the following link: https://hr.caltech.edu/work/job_openings

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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