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Assistant Director of Fellowships, Advising and Study Abroad
California Institute of Technology
Details
Posted: 03-May-23
Location: Pasadena, California
Salary: Open
Internal Number: 4150445
Caltech
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 Assistant Director works with the Director in the daily administration of fellowship and study abroad programs, advising, and resources in the Fellowships Advising and Study Abroad Office (FASA). The Assistant Director plays an important role in directly advising students, speaking at workshops, organizing/moderating workshops, the office webpage, publications, and organizational aspects of FASA.
The Assistant Director is involved in all aspects of the fellowship and study abroad processes including outreach and advising; selection; orientation and participation; re-entry and assessment. The Assistant Director is involved in all study abroad programs, outreach for fellowships, and is the primary advisor for STEM fellowships for graduate school, the Watson Scholar, and Luce Scholar fellowships.
The Assistant Director works with administrators and faculty at Caltech related to outreach, selection committees, and organizing other aspects of study abroad or fellowships. The Assistant Director does student advising and perform administrative duties in support of the mission and objectives of Caltech. The Assistant Director exercises considerable discretion and judgment in all work areas and handles confidential and sensitive issues. Evening and weekend hours will be required on a limited basis. The Assistant Director helps students formulate and helps students edit their fellowship essays.
Applicants must have excellent writing and editing skills. Applicants should have proven experience in planning, developing, and maintaining administrative procedures; ability to work independently with minimal supervision; strong quantitative and analytical skills, strong written and verbal communication skills; be effective at public speaking at workshops, information sessions, orientations, and sessions to parents and prospective students; effective organizational practices; and experience developing and administering budgets.
Applicants forge effective relationships with administrative staff or faculty as required as well as foundations and government organizations related to the fellowships the Assistant Director oversees. The Assistant Director works closely with the Director of FASA.
Applicants should have the necessary skills for advising undergraduates and graduate students, including patience, cordiality, and the ability to make accurate judgments regarding each student's interests and goals. They should also have demonstrated the ability to maintain confidentiality and handle matters with sensitivity.
Essential Job Duties
Student Advising:
- Conduct individual advising appointments with prospective and current applicants to help them assess their potential as candidates and place fellowships within the context of their lives and goals; appointments will occur both in person and virtually.
- Take primary responsibility for advising on some fellowships, including STEM fellowships for graduate study, the Watson Fellowship, and the Luce Scholarship. This can vary based on the needs of the office and the assistant director's expertise; act as liaison with faculty selection committees if these include endorsed awards or nomination of a specific number of applicants based on the fellowships the assistant director is responsible for.
- Effectively communicate with and support students. Demonstrate cultural intelligence and awareness to ensure a respectful, inclusive culture.
- Provide intensive feedback on essays and other application materials as well as provide interview mentoring for finalists (both one-on-one and arranging panels).
- Oversees student visa application processes providing expertise to students in negotiating the technicalities of the visa application process as related to study abroad and certain fellowships.
- Advises students studying abroad and incoming exchange students on Caltech insurance requirements and is the liaison to the student benefit office team member who decides if student insurance meets Caltech requirements to waive Caltech offered student health insurance. (No previous insurance experience is required)
- Acts as official liaison for the Watson Fellowship, which involves advising applicants, selecting nominees, leading information sessions, interfacing with faculty and the Watson foundation, and evaluating/endorsing Watson nominees.
Outreach and Recruiting:
- Writes and updates publications, forms, handouts and various outreach and educational materials annually or as needed. Work is primarily web page based with some hard copy handouts.
- Raise awareness of awards and programming events through email and in-person outreach to academic departments and students as well as through regular postings on social media, working to ensure participation from a diverse set of students.
- With the Director develops workshops, leads seminar, moderates/organizes certain selection committees, and makes presentations related to fellowship and study abroad information sessions, admissions related, and parent weekend programs, workshops, and orientation programs. Weekend presentations happen a few times a year.
Administrative and IT Skills:
- Maintains and updates website content, and with input from the Director, develops new content.
- Helps to hires, train and supervise student workers to perform essential administrative functions for the office including front-office reception; telephone reception; library maintenance; web projects/content, and organization projects, etc.
- Develops and maintains collaborative relationships with faculty and staff on campus, international institutions, and fellowship foundations or government organization such as the NSF or Watson Foundation.
- Interfaces with campus administrative units such as Financial Aid, Registrar's Office, Benefits Office, Bursar's Office, etc., and with faculty on many matters including policy, administrative issues, academic issues, and financial issues.
- With the Director develops new programs for fellowship and study abroad outreach, student enrichment and student education.
- Maintains detailed records of study abroad program budgets for future planning and billing purposes. Performs special projects and other duties as assigned (including working very occasional nights and weekends).
Basic Qualifications
- Master's degree in STEM, higher education, or a related field
- Have at least 3 years of experience in undergraduate advising in a college or university setting in areas such as study abroad, fellowships, academic advising, college admissions, or career development; or at least 2 years of experience in a university administrative post that involves duties such as planning, editing, and contact with university students.
- Applicants should have an understanding of the higher educational environment, especially that of a research university and experience with students in a selective college or university.
- Excellent writing and essay editing skills.
- Strong command of the English language with excellent knowledge of English grammar and vocabulary.
- Workshop presentation, panel organization or equivalent skills.
- Experience with and expertise with the standard suite of office software, including Microsoft Word, Excel, PowerPoint, Adobe Acrobat, and strong internet/tech skills.
- Ability to learn software and applications and use them effectively. Ability to learn and apply new technology to work related issues. Experience using IOS/Apple Systems. Experience with Doodle and Google Forms or ability to learn this quickly.
- Must be motivated, proactive, and independent in the completion of job duties with excellent follow-through. Must communicate effectively in a timely manner.
- Ability to understand currency conversion from US dollar to UK pound, Euro, Danish kroner, Australian dollar, etc. and perform accurate conversions and identify and forecast budget issues.
- Excellent quantitative analysis skills and ability to express quantitative information in chart form.
- Strong organization and follow-through and ability to attend to and track details.
- Ability to work collegially with others and effectively in a three person office.
- Have ability to maintain a California driver's license throughout employment.
Preferred Qualifications
- Personal experience working outside of the US or studying outside of the U.S. as an undergraduate or study abroad post-B.A./B.S. via a fellowship or similar experience.
- Webpage editing experience or technical ability to learn webpage editing.
- Experience advising or working with STEM university level students and experience in a research university.
- An understanding of higher education systems abroad and especially related to FASA study abroad partner countries, UK, Denmark, France, and Australia.
Required Documents
- Resume
- Cover Letter
- Writing Sample addressing why study abroad is beneficial to STEM students.
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.
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The California Institute of Technology (Caltech) is a world-renowned science and engineering research and education institution, where extraordinary faculty and students seek answers to complex questions, discover new knowledge, lead innovation, and transform our future.
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