HR Programs and Engagement Coordinator

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

HR⠀Programs &⠀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 &⠀Engagement⠀Manager as⠀a member⠀of the⠀Programs &⠀Engagement⠀Team.

Essential Job Duties

• Support⠀Programs &⠀Engagement⠀operations⠀including⠀maintenance⠀of HR⠀website,⠀preparation⠀of weekly⠀Worklife⠀newsletter,⠀coordination⠀of⠀quarterly⠀managers⠀briefings,⠀MS⠀SharePoint⠀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 a point⠀of contact⠀and⠀communicate⠀project⠀status to⠀all⠀participants;⠀monitor⠀project⠀progress,⠀and triage⠀issues⠀that⠀arise-redirect⠀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⠀Programs &⠀Engagement,⠀respond to⠀inquiries⠀on events,⠀training,⠀and⠀worklife⠀seminars.
• Administrative⠀support⠀for⠀Programs &⠀Engagement⠀including⠀reconciling⠀monthly⠀expense⠀reports,⠀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.

Basic Qualifications

• Associate⠀degree.
• Minimum⠀of 1 year⠀of events⠀coordination⠀experience.
• Minimum⠀of 1 year⠀of⠀administrative⠀experience.
• Minimum⠀of 1 year⠀of⠀customer⠀service⠀experience.
• Exceptional⠀customer⠀service⠀skills.
• Skilled⠀in MS⠀Office⠀Suite⠀particularly⠀Excel,⠀Teams, and⠀SharePoint.
• Working⠀knowledge/skill⠀with⠀Notion and⠀Constant⠀Contact.
• Ability⠀to foresee⠀and work⠀collaboratively⠀to solve⠀complex⠀problems.
• Demonstrated⠀ability to⠀take⠀initiative⠀and find⠀creative⠀solutions⠀to⠀challenges.
• Familiarity⠀with⠀content⠀management⠀systems⠀and⠀website⠀administration.
• Skilled⠀in⠀collaborating⠀among⠀various⠀groups and⠀contributors.

Preferred Qualifications

• Bachelor's⠀Degree.
• 2⠀or more⠀years of⠀events⠀coordination⠀experience⠀in a⠀higher⠀education⠀setting.
• Experience⠀with⠀content⠀management⠀systems or⠀web⠀publishing⠀software.