Business Analyst

California Institute of Technology
vision insurance, parental leave, paid time off, sick time, tuition reimbursement
United States, California, Pasadena
Apr 17, 2025
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 Under the Division of Physics, Mathematics, and Astronomy (PMA), the Business Analyst role supports Caltech Optical Observatories (COO) and the COO Optical/InfraRed (OIR) Instrumentation Group, a key service center driving innovative astronomical research. The Business Analyst works directly with the COO Business Manager, providing administrative, financial, and operational support to help achieve the organization's goals. This position emphasizes work-life balance, offering flexible schedules and a focus on personal growth and mentorship. Essential Job Duties Financial Responsibilities (75%): Financial Analysis & Reporting (35%) Prepare monthly, quarterly, and ad-hoc financial reports, analysis, and data to support strategic planning, performance tracking, modeling, and forecasting. Budget Development & Planning (5%) Assist the COO Business Manager with budget development, financial forecasting, analysis, and workforce planning. Invoicing & Billing (20%) Generate invoices and support billing as required. Procurement & Reimbursement Support (15%) Provide backup support for procurement processes, travel expense reimbursements, training in internal procurement tools, and other financial support as needed. Administrative Responsibilities (25%): SharePoint Management & Development (5%) Oversight of the COO Business Office SharePoint and Teams site, including access control, troubleshooting, and system issue resolution. Use Microsoft Power Automate and Power Apps to streamline workflows and business processes. Process Improvement & Documentation (10%) Drive continuous improvement in business and operational processes by updating and developing tools, user guides, documentation, and training materials. General Administrative Support (10%) Provide additional administrative support as assigned, including training new hires on business tools and providing backup for the Business Operations Assistant. Basic Qualifications Educational Requirements: Bachelor's degree in business administration, accounting, or related field with at least 2 years of related experience; OR an Associate's degree in business administration, accounting, or related field with at least 4 years of relevant experience. Technical Skills: Proficiency in MS Office 365, especially Excel (macros, Power Queries, and advanced analytical features), SharePoint, and Teams. Experience in SharePoint and Microsoft Power Platform development, including Power Apps and Power Automate. Familiarity with budgeting and reporting tools such as OBIEE, Oracle, and data warehouse extractors. Experience with procurement processes and systems such as JAGGAER. Key Competencies: Demonstrated ability to prioritize tasks, manage multiple assignments, and meet deadlines with minimal supervision in a collaborative environment. Strong knowledge in business administration, budgeting, financial planning, reporting, workforce planning, and general accounting principles. Excellent communication and customer service skills, with the ability to clearly present complex findings in written and verbal formats, including using graphics and tables. Willingness to occasionally travel to Palomar Observatory in San Diego, CA. Preferred Qualifications Proficiency in VBA and Power BI. 1+ years of internal service center experience, with a general understanding of cost principles and allowability of costs specific to service center costs. Familiarity with the Office of Management and Budget's Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (2 CFR Part 200). Knowledge of Export Compliance and related regulations. Required Documents Resume Hiring Range $80,100 - $91,300 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 benefits and staff perks. 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 If you would like to request an accommodation in completing this application, interviewing, or otherwise participating in the employee selection process, please direct your inquiries to Caltech Recruiting at employment@caltech.edu.