Assistant Dean of Graduate Studies

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Job Summary

From admission to graduation, the mission of Caltech’s Graduate Studies Office is to support and promote the academic and personal success of Caltech’s 1,500 graduate students. The Graduate Deans and Graduate Studies Office staff collaborate with the Graduate Options of Caltech’s six academic divisions to monitor academic progress and administer a wide range of support for graduate students. We work closely with the Graduate Student Council and with colleagues throughout campus to address student needs and to ensure that our graduate students can thrive personally and academically in our vibrant research and teaching community.

The Assistant Dean of Graduate Studies plays a key role in shaping the graduate student experience and advancing the mission of the Graduate Studies Office. Reporting to the Dean of Graduate Studies, this role provides strategic and operational leadership to ensure the excellence and integrity of graduate studies programs. The Assistant Dean oversees the graduate admissions process, monitors academic progress, advises students, and champions initiatives that foster student success. Acting as a central liaison to the academic divisions, the assistant dean collaborates closely with graduate option managers, faculty, and campus-wide student support offices to create a cohesive and supportive environment for graduate education.

Essential Job Duties

• Manages and facilitates the graduate admissions process, including updating applications, sending appropriate notifications and reviewing fee waiver applications.
• Provide thoughtful academic and individual advising to students regarding academic issues or concerns; provide referrals to or coordinate with the Health and Counseling Center as needed.
• Regularly track graduate students’ academic progress; consult with division on academic probation recommendations.
• Represent the Graduate Studies office in committees that support graduate student success.
• Serve as the point person for Option Managers for all academic-related issues.
• Collaborate with Labor Relations on graduate student matters related to the administration of the Collective Bargaining Agreement (CBA), including but not limited to management of the resolution of grievances reassigned to the Graduate Studies Office, Graduate Research Assistant/Graduate Teaching Assistant appointments, data reporting, required notices, and annual orientation. May serve as member of the Union-Management Committee.
• Oversee graduate degree progress and associated workflows in the course registration system.
• Provide data and reporting for admissions, commencement, Council of Graduate Schools reports.
• Assist in planning and coordination of graduate student events including orientation and commencement events.
• Facilitate Institute nominations for external funding opportunities.
• Ensure the Caltech catalog is kept up to date and accurately reflects Institute policies.
• Review graduate student disclosures of financial interests and commitments.
• Support the implementation of strategic goals and initiatives set by the Dean.
• Plan and execute special projects at the request of the Dean.
• Ensure compliance with institutional policies and external regulations, including the Caltech honor code.
• Contribute to a culture of student support, care and responsiveness throughout the Caltech community.
  
  

Basic Qualifications

• Bachelor’s degree.
• Minimum of five years of experience in student affairs, or similar higher education field.
• Minimum of three years of direct experience working with and supporting university students.
• Excellent student counseling and advising skills.
• Ability to exercise sound, independent judgment in a fair, consistent manner with students.
• Exceptional analytical, organizational, and communication skills; a strong service orientation.
• Administrative experience, supervisory experience, and academic management experience.
• Demonstrated commitment to multicultural and individual diversity.
• Strong commitment to student success and welfare.
• Ability to handle sensitive matters with confidentiality and discretion.
  
  

Preferred Qualifications

• Master’s degree in higher education administration or related field.
  
  

Required Documents

• Resume.
  
  

Hiring Range

$100,600 - $120,200 Per Year

The salary of the finalist(s) selected for this role will be set based on a variety of factors, including but not limited to, internal equity, experience, education, specialty and training.

As one of the largest employers in Pasadena, CA, Caltech is committed to providing comprehensive benefits to eligible employees and their eligible dependents. Our benefits package includes competitive compensation, health, dental, and vision insurance, retirement savings plans, generous paid time off (vacation, holidays, sick time, parental leave, bereavement, etc.), tuition reimbursement, and more. Non-benefit eligible employees will have access to some benefits such as onsite counseling and sick time. Learn more about our

EEO Statement

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to age, 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.

To read more Equal Employment Opportunity (EEO) go to eeoc_self_print_poster.pdf.

Disability Accommodations

Caltech complies with the Fair Employment and Housing Act (FEHA) and the Americans with Disabilities Act (ADA). We consider reasonable accommodation measures that may be necessary for eligible applicants and employees to perform the essential functions of a position.

If you would like to request an accommodation to complete this application, interview, or otherwise participate in the employee selection process, please contact Caltech Recruiting at

Additionally, if you do not meet the basic qualifications of a role but believe you can perform the essential functions of the job with reasonable accommodation, please reach out to Caltech Recruiting at