Caltech
Senior Business Operations Associate – Caltech
Caltech’s Optical Observatories (COO) Business Office invites a motivated and detail‑oriented Senior Business Operations Associate to provide administrative and operational support to the COO Business Manager and the Optical/InfraRed (OIR) Instrumentation Group, a center that designs, fabricates, and commissions innovative astronomical instruments for world‑renowned observatories.
Essential Job Duties
Accounting & Financial Support – 50%:
Process accounts receivable and accounts payable, including invoices, reimbursements, advances, and payment requests. Handle purchasing requests via P‑card or purchase requisition, reconcile P‑card transactions, and provide reimbursement support for staff purchases and travel.
Administrative Operations – 20%:
Manage daily office functions, including mail, office supply inventory, copier coordination, and food/beverage programs. Maintain digital filing systems and provide backup support for internal business tools such as PowerApps, Power Automate, and SharePoint.
Team & Event Coordination – 15%:
Coordinate logistics for meetings, interviews, conferences, room scheduling, catering, attendee communications, and material preparation. Assist domestic and international travel planning in compliance with Caltech and funding‑agency regulations.
Project and Operational Support – 10%:
Contribute to the execution of business plans and strategic goals through schedule management, event coordination, and general administrative support. Collaborate with other COO Business Office staff and serve as backup support when needed.
Human Resource Support – 5%:
Assist the Business Manager with onboarding/offboarding activities, support new hires with workspace setup, onboarding schedule, and resources, and process guest/visitor paperwork in Caltech systems.
Basic Qualifications
Minimum of 8 years of relevant business administrative experience.
Strong organizational skills, attention to detail, and multitasking ability.
Excellent interpersonal and customer service skills with a professional and collaborative demeanor.
Effective verbal and written communication with confidentiality and discretion.
Independent initiative and problem‑solving orientation.
Proficiency with QuickBooks, Oracle, SAP, Microsoft Office 365, Adobe Creative Cloud, UKG, and online productivity tools.
Preferred Qualifications
3–5 years bookkeeping or accounting experience with QuickBooks and financial reporting.
Familiarity with Caltech systems (Oracle, Taleo, TechMart, CardQuest).
Knowledge of GAAP, GASB, FAR, and Export Compliance regulations.
Experience planning and managing meetings, workshops, and conferences.
Support for senior faculty or service‑center operations.
Proficiency with Power Automate, Power Apps, Flow, SharePoint, Teams, Jira, JSM, and ASANA.
Process improvement recommendation and implementation.
Required Documents
Cover Letter
Resume
Salary Range $30.50 – $34.75 per hour
Benefits Caltech offers competitive compensation, health, dental, vision insurance, retirement savings plans, generous paid time off and tuition reimbursement. Non‑benefit eligible employees have access to some benefits such as onsite counseling and sick time.
Equal Employment Opportunity We are an equal‑opportunity employer and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law. Caltech is a VEVRAA Federal Contractor. For more information visit the EEO website.
Disability Accommodations Caltech complies with the Fair Employment and Housing Act (FEHA) and the Americans With Disabilities Act (ADA). If you need reasonable accommodation, please contact Caltech Recruiting.
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Essential Job Duties
Accounting & Financial Support – 50%:
Process accounts receivable and accounts payable, including invoices, reimbursements, advances, and payment requests. Handle purchasing requests via P‑card or purchase requisition, reconcile P‑card transactions, and provide reimbursement support for staff purchases and travel.
Administrative Operations – 20%:
Manage daily office functions, including mail, office supply inventory, copier coordination, and food/beverage programs. Maintain digital filing systems and provide backup support for internal business tools such as PowerApps, Power Automate, and SharePoint.
Team & Event Coordination – 15%:
Coordinate logistics for meetings, interviews, conferences, room scheduling, catering, attendee communications, and material preparation. Assist domestic and international travel planning in compliance with Caltech and funding‑agency regulations.
Project and Operational Support – 10%:
Contribute to the execution of business plans and strategic goals through schedule management, event coordination, and general administrative support. Collaborate with other COO Business Office staff and serve as backup support when needed.
Human Resource Support – 5%:
Assist the Business Manager with onboarding/offboarding activities, support new hires with workspace setup, onboarding schedule, and resources, and process guest/visitor paperwork in Caltech systems.
Basic Qualifications
Minimum of 8 years of relevant business administrative experience.
Strong organizational skills, attention to detail, and multitasking ability.
Excellent interpersonal and customer service skills with a professional and collaborative demeanor.
Effective verbal and written communication with confidentiality and discretion.
Independent initiative and problem‑solving orientation.
Proficiency with QuickBooks, Oracle, SAP, Microsoft Office 365, Adobe Creative Cloud, UKG, and online productivity tools.
Preferred Qualifications
3–5 years bookkeeping or accounting experience with QuickBooks and financial reporting.
Familiarity with Caltech systems (Oracle, Taleo, TechMart, CardQuest).
Knowledge of GAAP, GASB, FAR, and Export Compliance regulations.
Experience planning and managing meetings, workshops, and conferences.
Support for senior faculty or service‑center operations.
Proficiency with Power Automate, Power Apps, Flow, SharePoint, Teams, Jira, JSM, and ASANA.
Process improvement recommendation and implementation.
Required Documents
Cover Letter
Resume
Salary Range $30.50 – $34.75 per hour
Benefits Caltech offers competitive compensation, health, dental, vision insurance, retirement savings plans, generous paid time off and tuition reimbursement. Non‑benefit eligible employees have access to some benefits such as onsite counseling and sick time.
Equal Employment Opportunity We are an equal‑opportunity employer and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law. Caltech is a VEVRAA Federal Contractor. For more information visit the EEO website.
Disability Accommodations Caltech complies with the Fair Employment and Housing Act (FEHA) and the Americans With Disabilities Act (ADA). If you need reasonable accommodation, please contact Caltech Recruiting.
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