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Job Summary

The IQIM Assistant Director will oversee business operations, financial oversight, strategic planning and implementation, facilitate outreach efforts, and manage administrative operations of the Institute for Quantum Information and Matter (IQIM). IQIM is one of a highly selective nation-wide NSF sponsored Physics Frontiers Center, working across Caltech’s Divisions of PMA, EAS and CCE. Exploring the surprising phenomena that arise in complex quantum systems is one of the most exciting frontiers of 21st-century science. Understanding and harnessing highly entangled quantum systems will yield new materials, new communication and computation methods, and new insights into the structure of the universe.

The Institute for Quantum Information and Matter (IQIM) works to advance this frontier through the collaborative efforts of theorists and experimentalists investigating exotic collective phenomena which amplify the weirdness of the quantum world to macroscopic scales. IQIM will establish new paradigms for understanding nature and lay the foundations for potentially revolutionary technologies, while training a new generation of leaders who will define the future of quantum science and engineering. In addition, IQIM will stoke the public's fascination with the mysteries of the quantum realm, enhancing public engagement through the development of games and videos and strategic use of social media.

Essential Job Duties

• Develop and manage annual budgets and reporting for the Institution for Quantum Information and Matter (IQIM) along with its programs and faculty.
• Monitor trends and recommend relevant program changes and direction(s).
• Responsible for business operations and administrative activities including providing direction and guidance to support staff, ensuring compliance with CIT policies and funding agency requirements.
• Supervise staff member(s), manage day-to-day activities and long-term projects.
• Create and maintain calendars of events, workshops, training, and programs for IQIM and for postdoctoral scholars, and graduate student trainees in IQIM.
• Manage and produce IQIM events throughout the year.
• Facilitator for Outreach events; ensure clear communication with facilities and other Caltech departments, act as designated representative. Together with the IQIM Faculty, and IQIM Manager of Outreach, develop and maintain a strong public relations and public outreach program, including websites, internships, and various other public programs.
• Manage a comprehensive visitor program hosting over 100 visitors per year. Responsible for the budget and logistics for complicated visitors (challenging requirements, visiting faculty, schedule issues).
• Other duties may also be assigned.

We are seeking a professional who:

• Has outstanding writing and editing skills in highly technical contexts.
• Is able to gain trust and inspire others toward reaching strategic goals.
• Has great people skills and is able to work well with strong personalities.
• Is proactive, can prioritize/organize time well and has attention to detail.
• Is comfortable interpreting and taking direction via email.
• Has substantial experience in scientific research administration, including preparing research and
• training proposals, overseeing awarded projects and programs, communicating with funding agencies, and preparing periodic technical reports.

Basic Qualifications

• Bachelor’s degree with at least 7 years of related work experience.
• At least 3 years of experience managing scientific research and/or training programs in academic or non-profit institutions, centers, or institutes.
• Familiarity with university operations and administrative practices.
• Demonstrated outstanding communication and interpersonal relationship skills with administration, faculty, staff, students, and the broader university community.
• Ability to work in a diverse, collaborative environment while also independently managing and administering IQIM programs.
• Ability to make substantial contributions and work effectively in areas that are new/ambiguous.
• Strong organizational skills and an ability to handle multiple and complex tasks and projects concurrently, with attention to detail and deadlines.

Preferred Qualifications

• BS or MS in a science or engineering field with at least 3 years of related work experience.
• Demonstrated excellent strategic planning, organizational, and analytical skills.
• Demonstrated ability to successfully implement innovative academic programs.
• Demonstrated ability to take initiative in program development and evaluation.
• Demonstrated experience managing awards from a variety of funding agencies from Federal partners to private foundations. Financial oversight in addition to drafting annual reports and other communication with sponsors.
• Experience in student activities, student leadership, mentoring, or experiential learning at the university or college level.
• Experience with university outreach or collaboration with nonprofit, extension services, or underrepresented student groups.

Required Documents

• Resume