Job Description
Pasadena, California, LIGO Staff Relations and Administrative Manager Caltech Job Category: Fulltime Regular Exempt Overtime Eligible: Exempt 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 LIGO Staff Relations and Administrative Manager provides leadership and support to multiple levels of management and employees in support of human resource related processes and initiatives. Work is performed under the general direction of the LIGO Laboratory Chief Operations Officer and in consultation with Caltech Human Resources, as appropriate. Essential Job Duties Manage a team of 3 Administrative Staff located at the LIGO Caltech location, LIGO Hanford Observatory and LIGO Livingston Observatory. The management of the LIGO Livingston Observatory Site Administrator will be coordinated through the onsite direct Supervisor. Contribute to the strategic leadership and planning in the LIGO Laboratory. Lead LIGO Staffing Committee, including the following duties: Lead the monthly meeting and develop special focus meeting topics as necessary and relevant to the Staffing Committee. Manage the tracking of LIGO personnel statistics in partnership with the Caltech HR, providing direction on the information needed by LIGO regarding turnover, applicants, new hires, transfers, promotions, and terminations, so that the appropriate reports can be created. Responsible for helping the Laboratory Directorate with coordinating short-term and long-term strategic staff planning for future LIGO related programs/projects. This includes leading the hiring for the newly awarded Cosmic Explorer Beamtube Experiment award. Lead succession planning for the Laboratory. Provide direct support to the Cosmic Explorer (CE) Program, currently limited to 10%, to collaborate with the CE Equity, Diversity and Inclusion group. Present at the NSF Research Infrastructure Workshops within the Project Management track on HR related topics and at annual LIGO NSF Reviews, as requested. Chair the LIGO Inclusion, Diversity, Equity, and Access (IDEA) Committee and lead initiatives related to diversity and inclusion within the Lab. As part of this role: Develop and manage the Caltech LIGO Internship Opportunities (CLIO) Program. Budget of ~$200k per year and averaging about 20 internships across campus, LHO, and LLO. Develop and implement new and innovative initiatives to help reach the Lab's IDEA goals, securing buy-in from Lab management and identifying and developing external partners. Develop IDEA related trainings to increase relevant trainings in the LIGO MyLearn database and continue Ripple Effect speaker series. Identify and attend recruiting events to foster relationships and with the intent of increasing a diverse applicant pool. Prepare and present material based on IDEA programs and initiatives to partner organizations, both within Caltech and the LIGO Scientific Collaboration and to outside partners. Responsible for tracking and reporting metrics to the National Science Foundation for Diversity, Equity and Inclusion in the Annual Work Plan and Annual Reports. Manage the hiring and onboarding processes for any new LIGO Laboratory hiring, which includes but not limited to: Advise hiring managers with job description development and coordinate the review of new position descriptions with Compensation to confirm the appropriate job classifications and pay ranges. Advise hiring managers and hiring committees during the hiring process, including coordination of interviews. Participate on all hiring committees, as the LIGO human resources representative to ensure compliance with the law and LIGO's diversity and inclusion principles. Develop training for managers and assist during orientation period. The latter includes monitoring progress of probation completion and interfacing with Human Resources and managers regarding any staff actions necessary during the probationary period. Manage the onboarding processes, including the development and implantation of an efficient onboarding workflow. Collaborate with applicable LIGO site administrators, Caltech HR Representatives, and managers to coordinate new hire orientation and to ensure a smooth onboarding process. Develop and maintain assigned LIGO SharePoint pages. Provide support and advise employees, supervisors, and managers regarding employee relations and handling general human resource activities, including: Coach supervisors and managers in managing employee performance. Independently addresses and resolves inquiries, issues, and problems of confidential nature. Support employees and managers with routine, day-to-day needs and inquiries by interpreting Caltech HR guidelines and procedures to ensure compliance with state and federal laws. Coordinate the completion, review, and approval of telecommuting agreements with Supervisors, Division Office, and Caltech Human Resources. Coordinate with Caltech International Scholars Services on any requests related to forms and visas. Manage the Annual Compensation Evaluation (ACE) process for LIGO, including downloading and entering data to the compensation software. In coordination with Caltech Compensation, may provide guidance to managers on ACE recommendations. Provide managers with letters communicating salary increases for distribution to staff. Manage employee reclassification review process. This includes advising managers on job review forms, assembling documentation, and presenting to the LIGO Laboratory Business Manager and the LIGO Directorate for approval. Implement and manage Performance Management Software. Coordinate employee and management training programs with Caltech Human Resources Other duties as assigned. Basic Qualifications Bachelor's degree or equivalent experience in Human Resources or related field. Minimum of 10+ years of proven human resources related experience. 5+ years of people management experience. PHR/SPHR certification. Comprehensive knowledge of HR best practices, employment-related regulation, and compliance laws. Documented previous management skills and experience as a line supervisor of employees, with direct responsibility for formal evaluations, handling performance issues, etc. Excellent written and verbal communication skills with the ability to communicate complex information in a way that resonates across diverse groups of stakeholders, shapes strategic decisions, and generates momentum for meaningful change. Strong organizational skills and initiative to prioritize and complete assignments in accordance with assigned schedules. Must be a self-starter who is able to work under minimum day-to-day supervision. The ability to work in a team-oriented environment; ability to work with others within the LIGO community to respond to requests and resolve problems. Thorough knowledge in use of MS Office Products (Word, Excel, PowerPoint, Visio, and SharePoint). Demonstrated ability to create an environment of trust within and beyond the working team. Well-rounded interpersonal skill set with the ability to build strong, trust-based relationships with senior management, leaders, peers, and junior employees. Ability to travel by air to other LIGO work locations and conferences intermittently. Preferred Qualifications Excellent presentation skills to various levels of management and external stakeholders. Required Documents Resume Cover Letter 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. Copyright 2024 Jobelephant.com Inc. All rights reserved. Posted by the FREE value-added recruitment advertising agency jeid-79733159aa2db247b40c2c97d8fe1cb3
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