Recruiting and Operations Manager

Caltech Career Achievement, Leadership, and Exploration Team Lead

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.

This is a full time position within Career Achievement, Leadership, and Exploration (CALE), which oversees and manages career services for Caltech undergraduate and graduate students, postdocs and recent alums. This position reports to the director and is the team lead for the external relations and events team. The external relations and events team is responsible for managing and implementing all recruiting programs and many career education-related activities, such as career fairs/industry days, info sessions, and employer-led workshops. Additionally this team works closely with academic divisions and departments on embedded career education and recruiting programs such as the CMS-EE Partners Program and Caltech Bioscience Industrial Partners Program, including managing external and employer relations.

In a typical year, the external relations and events team will work with several hundred employers and other external organizations, manage and implement a dozen large events such as career fairs and industry days and a hundred or so smaller events such as information sessions, tech talks, and coffee chats. Larger events typically include fifteen to eighty employers and other external organizations with several hundred students in attendance, and smaller events range from one to three external organizations and five to eighty students. The team is also responsible for securing, vetting, and approving opportunity postings on Caltech's exclusive job board and managing on-campus interviews.

The external relations and events team is made up of two full-time staff including the recruiting and operations manager (this role) and a recruiting, events, and marketing coordinator. Additional temporary support may be available during the peak recruiting season. This role is hands-on and involves the ability to effectively manage and prioritize many competing requests and responsibilities, most of which are time-sensitive.

This role is the main point of contact for all external organizations including employers and must interface with many other diverse constituents including administrative staff across campus, external vendors, and students. Success in this position requires diplomacy, strong troubleshooting skills, and excellent organizational and communication skills, both verbal and written.

This individual must be technology astute and able to effectively make use of database systems and office software such as Word, Excel, Google Suite, and Zoom. The individual must be both independent and collaborative, as needed.

This is an Essential Reporting position. In the event of an emergency on campus, an employee designated as essential reporting has essential job skills that are needed for response and recovery and is expected to report to Campus as soon as possible.

Team Leadership and Program Management

• Work closely with the director and recruiting, events, and marketing coordinator to manage and implement cohesive revenue generating external and employer relations programs which prioritize the needs of students, postdocs, and recent alumni, in alignment with best practices and internal Caltech processes and philosophies
• Manage all recruiting and career education programs involving external organizations such as employers and academic institutions for CALE
• Organize and manage employer outreach, opportunity postings, company vetting, and all data related to external relations in Next Steps and Handshake
• Working with the career services data and information systems specialist contribute to the collection and processing of data when the source includes external organizations such as employer sourced career outcomes data
• Working with the recruiting, events, and marketing coordinator ensure all events and external organization data is up to date

External Relations and Communications

• Working closely with the director manage relationships with external organizations such as employers and academic institutions
• Manage the shared external relations/recruiting email account
• Advise external organizations on the appropriateness of their expectations, on-site recruiting processes, and opportunity postings
• Notify the director of any problematic employer or student/postdoc activities or behavior, and significant trends
• Review and enforce policies with employer representatives
• Communicate with external organizations on financial costs of program and event participation such as recruiting fees and work closely with the CALE admin team on payment collection and financial management of all recruiting activities and career education programs
• Manage outreach campaigns in conjunction with the recruiting, events, and marketing coordinator

Student and Postdoc Relations:

• Schedule student and postdoc interviews and communicate with students via email and phone regarding interview schedules
• Refer students appropriately to CALE staff and CALE resources when needed.
• Respond to requests for details about on-campus interviewing and information sessions.
• Consult with the director regarding student feedback on questionable employer behavior or activities.

Basic Qualifications

• BA/BS or equivalent experience with a minimum of 5 years of progressive administrative experience in a business or higher education environment
• Experience working with diverse student population
• Significant experience and skill with office software and systems like Microsoft Suite and Google Suite
• Significant experience and skill with database systems
• Work well in team environment while independently working on a project
• Three years of event management experience
• Ability to work flexible hours based on event schedules
• Physical ability to lift 25 pounds
• Ability to set up and tear down event space including basic AV equipment such as a projector

Preferred Qualifications

• 3 years of experience in career development, student services, employer relations, admissions, human resources, sales, recruitment, program management or experiential learning
• Knowledge and experience using a system like Handshake or Symplicity Career Services Management Systems.
• Knowledge of and experience with STEM related careers

Required Documents

• Resume