Business Operations Associate

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Job Summary

The Caltech Optical Observatories (COO) Business Office is seeking a motivated and detail-oriented Senior Business Operations Associate to join our dynamic team. The COO Business Office provides administrative and operational support to the COO, including the Optical/InfraRed (OIR) Instrumentation Group-a service center that designs, fabricates, and commissions innovative astronomical instruments for world-renowned observatories such as Palomar, Gemini, Keck, and the upcoming Thirty Meter Telescope.

Reporting directly to the COO Business Manager and working closely with the OIR Engineering and Procurement teams, the Senior Business Operations Associate plays a crucial role in maintaining a well-organized and productive office environment. This position requires a self-starter who can manage multiple priorities, contribute to office culture, and perform critical day-to-day administrative tasks independently and with professionalism.

The ideal candidate will have a foundational understanding of accounting principles, strong organizational and communication skills, and the ability to support a wide range of business operations with accuracy and discretion.

Essential Job Duties

Accounting & Financial Support:

• Process accounts receivable (A/R) and accounts payable (A/P), including invoices, reimbursements, advances, and payment requests.
• Processing purchasing requests via P-card or purchase requisition.
• Track and resolve billing discrepancies and purchasing issues.
• Reconcile procurement card (P-Card) transactions and manage records.
• Process reimbursement requests for staff purchases and travel.
• Sales contact for Palomar Observatories Campus Gift Shop, assists Business Analyst with inventory management

Administrative Operations:

• Manage daily administrative office functions, including mail, office supply inventory, copier coordination, and food/beverage programs, Caltech Help Tickets as needed.
• Maintain and organize digital filing systems (Microsoft Teams and SharePoint).
• Help to maintain the Business Office SharePoint site and provide backup support for internal business tools (e.g., PowerApps., Power Automate, Flows, Shopify, Cloudbed)
• Provide backup support for Monitor Payroll Activity (PAM) and assist with payroll-related functions.

Team & Event Coordination:

• Coordinate logistics for meetings, interviews, and conferences-includes room scheduling, catering, attendee communications, and material preparation.
• Assist with complex domestic and international travel planning in compliance with Caltech and funding agency regulations.

Project and Operational Support:

• Contribute to the execution of business plans and strategic goals through schedule management, event coordination, and general administrative support.
• Familiarize yourself with Caltech's policies and processes to ensure seamless office support.
• Collaborate with other COO Business Office staff and serve as backup support when needed.
• Perform additional duties as assigned.

Human Resource Support:

• Assists the Business Manager with onboarding/offboarding activities,
• Support onboarding for new team members (workspace setup, onboarding schedule, and resources).
• Participates in Business Office Orientation and provides backup support in training new hires in Business Office Tools,
• Processes guests/visitors' paperwork in Caltech systems and submits requests for email access,

Basic Qualifications

• Minimum of 8 years of relevant business administrative experience.
• Strong organizational skills and attention to detail, with the ability to multitask and meet deadlines.
• Excellent interpersonal and customer service skills with a professional and collaborative demeanor.
• Ability to communicate effectively-both verbally and in writing-while maintaining confidentiality and discretion.
• Comfortable working independently and taking initiative to solve problems.
• Proficient with financial and administrative software such as QuickBooks, Oracle, SAP, Microsoft Office 365 (Outlook, Excel, Word, Teams, SharePoint), Adobe Creative Cloud, UKG timekeeping system, and online productivity tools.

Preferred Qualifications

• 3-5 years of bookkeeping or accounting experience, including A/P, A/R, journal entries, and financial reporting using QuickBooks Online or similar platforms.
• Familiarity with Caltech systems, including Oracle, Taleo, TechMart, and CardQuest.
• Working knowledge of GAAP, GASB, FAR, and Export Compliance regulations.
• Experience in planning and managing meetings, workshops, and conferences.
• Background in supporting senior faculty, staff, or service center operations.
• Proficiency with Power Automate, Power Apps, and Flows for workflow automation.
• Proficiency with MS SharePoint and Teams.
• Experience with project management tools such as Jira, JSM, and ASANA.
• Ability to recommend and implement process improvements.

Required Documents

• Cover Letter
• Resume