Graduate Option Manager, Computation & Neural Systems and Neurobiology

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The Options Manager for Computation & Neural Systems (CNS) and Neurobiology (NB) is responsible for managing, organizing, and executing the academic programs and activities of the CNS and NB options in the Division of Biology and Biological Engineering at Caltech. This position interacts closely with and provides support to the CNS and NB Executive Officers, Option Representatives, admissions committees, faculty advisors, teaching faculty, the Assistant Dean of Graduate Studies, Registrar, and the Academic Affairs Manager.

• Manage and oversee graduate admissions process including the administration of graduate applications - organize and prioritize applications and track deadlines. Coordinate and organize graduate student visiting days, faculty presentations, student interview schedules, travel and logistics, and weekend events.
• Coordinate initiatives to promote and enhance visibility of graduate academic programs as well as student research opportunities. Identify and utilize various sources and media, including print materials, email and websites, to advertise and communicate programs for graduate students both on-campus and off-campus including internships, fellowships, and scholarship opportunities.
• Provide support to the Training Grant Director. Oversee and administer non-science portions of NIH T32 graduate training grant applications. Interpret grant application instructions and guidelines and ensure proper completion of materials. Obtain and analyze the data from multiple sources, such as descriptions of student academic history, research accomplishments, and cost estimates. Determine if data meets NIH specifications. Coordinate with Sponsored Research for final submission and reporting. Manage processing the award through payroll to ensure proper submission of funds. Submit tuition remission charges to the graduate office each term.
• Provide support to students applying for NIH F30/F31 individual training grant applications. Manage processing the award through payroll to ensure proper submission of funds. Submit tuition remission charges to the graduate office each term.
• Maintain and analyze data to support the Division Visiting Committee and Institute accreditation processes. Develop and produce information for various surveys and reports requested by executive officers, option faculty representatives, and Division office.
• Coordinate and oversee administration for special programs, lunches, retreats, lectures, seminars, workshops, and other events sponsored by NB or CNS.
• As the department liaison to graduate students, communicate with campus visitors and prospective students; assist prospective applicants with inquiries relating to graduate admissions and matriculation; assist with inquiries involving degree and option requirements, obtaining approvals, etc.
• Monitor and schedule student candidacy and doctoral examinations, petitions, course schedules, etc.
• This position requires the timely and accurate processing of GRA/GTA letters of appointment for each student, following the requirements in the Collective Bargaining Agreement applicable to graduate students who are unit members.
• Manage all aspects of student payroll, from establishing grad salaries with faculty research advisors and their grant managers to processing payroll. Develop, manage, and monitor all aspects of graduate student financial support for research assistantships, teaching assistantships, and fellowship appointments.
• Develop, manage, and monitor instructorship and TA and UTA assignments, including developing financial projections and estimates of allocations. Monitor and process grad student supply allowances and travel. Monitor option budget and track expenditures by category.
• Coordinate and submit yearly catalog updates to reflect current courses and requirements for graduate and undergraduate programs. Handle CNS/NB class scheduling, including classroom reservations.
• Support undergraduate option rep(s) and their activities.
• Update undergraduate student information (advisor assignments) with the Registrar's office.
• Organize and facilitate faculty meetings and other faculty-related option activities.
• Keep website information up to date.
• Support other BBE Graduate Program Managers and work with them to find solutions to common challenges.
• Other duties as assigned.

• Bachelor's degree or combination of education and a minimum of five years of administration and/or project management experience.
• Demonstrated expertise in coordinating and managing complex processes and programs and in identifying and implementing operational enhancements to improve workflow, efficiency, and productivity.
• Excellent interpersonal skills.
• Effective oral and written communication skills necessary to interface with faculty, students, staff, and visitors in a professional manner with tact, discretion, diplomacy, and creativity at times of conflict.
• Must be conscientious, detail-oriented, and proactive in delivering high-quality services under minimal supervision.
• Proven expertise in all applications within Microsoft Office suite.
• Passionate about Caltech and its educational and research mission.

• Experience working in an Academic Division or Department.
• Familiarity with Caltech and its systems, procedures, and policies.

• Resume
• Cover Letter