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Job Summary Reporting to the Caltech Security Department Investigator/Special Response Team Leader, at the direction of the Director of Campus Security, the Security Administrator & Contract Manager oversees the continuity of service provided by the contracted security vendor. In addition, ensures that the daily services provided by the contractor are meeting the expectations of Caltech and the community we serve.
The selected candidate will also manage and process all inter-departmental purchases and service requests, via AiM and Techmart systems, and processing all external vendor invoices received by the department.
The Security Administrator & Contract Manager will assume the role of Payroll Account Manager (PAM) for all Caltech personnel assigned to Department and process the bi-weekly timesheet via the KRONOS system. The Contract Liaison will work closely with Caltech Payroll personnel.
Job Duties The following statements are the essential functions to be performed by an individual assigned to this job.
Must be able to: - Ensure contract compliance - Assists in ensuring that the training, development, and supervision of contract security personnel meets and/or exceeds industry standards - Assist in the coordination and scheduling of safety/security workshops for staff and students - Prioritize work assignments and complete administrative tasks with minimal supervision - Prepare thorough, accurate, and detailed administrative reports - Engage with a diverse campus population - Assist in the development and enhancement of crime prevention programs and procedures - Assist in the development of emergency and safety/security procedures - Communicate in a courteous, effective, and professional manner in a person, by telephone, and electronic media - Work closely with contractors and vendors - Represent the Institute in its relationships with the community, government agencies, and other groups - Stay current with best practices in contract campus safety/security and campus community oriented policing strategies - Participate in crime analysis and prepare crime data - Assist in identifying security issues and opportunities, and recommend solutions to the contracted security team - Report critical incidents to vendor via reports, emails, and phone - Assist in the creation and facilitation of annual training programs - Develop a relationship with on-site contract security managers. Work with all levels of the organization to identify, analyze and solve problems and create opportunities for continuous improvement - Actively participate in industry-specific professional organizations (e.g. IACLEA) - Assist in the preparation and presentation of monthly invoice and contract reviews - Identify Key Performance Indicators (KPI) and measure the performance of these measurements to ensure acceptable results - Ensure all administrative and operational functions including payroll, billing, accounts receivable, and scheduling are accurate, and issues are promptly resolved - Conduct in-depth audits and analysis of operational and financial controls relating to the contracted services and account management - Manage the Department's accounts receivable process - Lead all contract renewal initiatives - Create and manage the annual contract budget - Assist the Clery Coordinator, Parking Coordinator, Investigator, and Security Systems Administrator as needed - Perform miscellaneous administrative duties as required - The ideal candidate must be able to accomplish multiple concurrent and recurring tasks, frequent interruptions, detailed work, frequent deadlines, periods of concentrated attention, and frequent contact and interaction with people.
Basic Qualifications - Bachelor's degree in accounting, business, or a related field of study - Familiarity with contract security post orders, policies, procedures, restrictions and expectations - Extensive knowledge of and familiarity with contract and invoice language and formatting - Analytical and problem-solving skills with experience in collecting and reviewing simple and complex data, drawing valid conclusions and making effective decisions - Excellent computer skills in the use of word processing, spreadsheet, internet, email applications, Microsoft office suite and databases - Must exhibit excellent interpersonal and customer service skills
Preferred Qualifications - MBA or master's degree in a related field of study - Prior experience and familiarity with KRONOS - Prior experience and familiarity with TechMart - Prior experience and familiarity with AiM - Prior experience and familiarity with Oracle - Knowledge of Title VII and Title XI - Familiarity with law enforcement and/or security administrative processes
EEO Statement We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, or national origin, disability status, protected veteran status, or any other characteristic protected by law.
Caltech is a VEVRAA Federal Contractor.
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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.