California Institute of Technology

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Program Manager

at California Institute of Technology

Posted: 4/27/2019
Job Reference #: 4721
Keywords: operations

Job Description

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 Caltech Center for Technology and Management Education develops and offers customized education programs for professionals in technology-based organizations. The Program Manager is responsible for program production and administrative operations supporting courses offered at domestic and international company locations as well as on the Caltech campus. Key responsibilities include start to finish event planning, instructional program material production, customer relations and administrative program execution.

Job Duties

– Manage given customized training program from start to completion
– Ensure that all projects are delivered on time
– Provide proactive customer service and information by responding to a broad range of inquiries from corporate customers and instructors; providing diverse details in a timely and accurate manner
– Write and proofread e-mails and letters to technology executives to address diverse customer requirements
– Draft company agreement letters
– Draft instructor agreement letters
– Independently acquire, review/proof course  materials on schedule
– Produce and distribute client-specific course material masters from corporate-based instructors
– Coordinate timely production of high quality, accurate, customer-unique course materials
– Ensure proper lead time for shipments to both domestic and international customer locations
– Plan company specific events
– Execute detailed logistics related to events held at Caltech  and at domestic and international companies
– Communicate verbally and in writing with clients and course instructors
– Maintain and update detailed attendance and payment records
– Acknowledging participant completion of Center programs under tight deadlines
– Produce payment requests for review by director
– Process travel reimbursements and process company course payments for review by director
– Input Fed Ex charges, Pcard charges, vendor invoices associated with each program
– Process credit card payments when necessary
– Facilitate participant attendance (transfer, rescheduling, cancellations) according to specific customer systems as integrated with the Center’s systems
– Set up and break down classrooms
– Order Athenaeum meals and reserve rooms
– Coordinate with local hotel, shuttle service and bus scheduling
– Additional tasks as needed – may require driving to off-site locations

Basic Qualifications

– Excellent organizational skills and demonstrate initiative in independently solving problems with high energy, a positive attitude, curiosity, and a commitment to continual improvement and meeting deadlines
– Proven ability to perform as a team player in a fast paced environment required
– Ability to work independently with flexibility, efficiency, enthusiasm and diplomacy both individually and as a member of multiple teams
– Ability to independently prioritize and execute multiple tasks; meet tight deadlines; attention to detail; work in a demanding and changing environment
– Proven customer service skills with a sense of urgency and responsiveness to industry business needs
– Communicate effectively verbally and in writing with corporate executives; draft relevant, grammatically correct communications
– Draft relevant, grammatically correct communications
– Proven ability to effectively communicate with industry/executive
– Ability to represent the Center at customer events and promote the Center’s programs to technology based industry in a professional manner
– Excellent grammar/proofing skills
– Excellent PC skills including proficiency in Word, Excel and especially PowerPoint
– 10+ years related work experience in industry

Preferred Qualifications

– Bachelor’s degree minimum in business administration, marketing, engineering, biology, or chemistry
– Social media experience is a plus
– Ability to work after hours (evenings and week-ends) as required
– Must be able to be on call at times and to respond to after-hours challenges within 30 minutes
– Must be able to lift 40 lbs. occasionally
– Finance background check required
– Ability to multitask

Required Documents

– Resume