Director, Finance and Facilities
Reference: 11138
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
The division of Advancement and Alumni Relations (AAR) fosters a thriving
and engaged community of philanthropic support for Caltech. By strengthening
and nurturing the community of people who share and support the Institute's
mission and values, we will ensure the Institute receives the necessary
resources to achieve our teaching, research, and scholarship aspirations.
Reporting to the Vice President of Advancement and Alumni Relations, the
Director of Finance and Facilities is responsible for finance, budget,
procurement, contracts, and facilities management that advance the priorities
of AAR and related entities. The Director manages the annual budgeting
process, monthly budget condition reviews, reports and projections, contracts,
and finance and accounting activities. Additionally, the Director documents,
implements, and measures new and existing budget and facilities operating
procedures, conducts space planning, and provides analyses for leadership and
managers. The Director is the lead staff liaison for AAR with campus
procurement, the budget office, facilities, and campus safety and security.
In addition, the Director proactively manages the continuous emergency
preparedness program(s) for AAR staff members in line with best practices
and Caltech's policies and procedures. The Director will manage the daily and
annual needs required to run facilities occupied by AAR staff through support
of campus partners and outside vendors. The Director is expected to be
innovative and strategic in the deployment of resources and services related
to facilities and finance.
Essential Job Duties
Finance:
Manage AAR budget and financial functions, including but not limited to
financial reporting for general operating budget; annual budget
preparation and development; internal expenditure controls; and supporting
any required audits.
Responsible for the production of quarterly forecasts, financial reporting
and ad hoc analyses, used to ensure the overall transparency, efficiency,
and effectiveness of AAR's finances and facilities.
Develop, prepare, track and forecast budgets vs. actual analyses for all
AAR accounts; advise management on budgetary issues; provide high-level
accounting services.
Apply constant effort to deploy AAR's limited budget in the most efficient
and impactful manner to advance the organization's mission.
Oversee accounting and financial management for related entities as
directed by the VP for AAR.
Demonstrate strong understanding and grasp of generally accepted
accounting principles (GAAP), current trends, and regulations. Ensure
that sufficient and accurate documentation exists to meet legal
requirements as a nonprofit corporation.
Support AAR assistant vice presidents in troubleshooting, advising on, and
developing project budgets as needed. Analyze and articulate implications
of specific budget and facilities requests, collaboratively with
leadership.
Partner with the Senior Director of Talent Management on compensation-
related activities, ad hoc and annual salary adjustments, labor
distribution adjustments, stipends, bonuses, and pay for part-time and
occasional workers and independent contractors. Create monthly
compensation projections.
Serve as liaison to Institute Payroll, managing AAR timekeeping approvals
and assisting AAR staff with timekeeping questions and challenges.
Support onboarding and offboarding of AAR staff including office
location(s).
Review, approve, and provide expertise on major contracts valued over
$10,000. Collaborate with AAR budget directors and administrators,
procurement contracting officers, and vendors regarding terms and
conditions, content, timeline, and budget.
Under the direction of the Vice President, develop and implement operating
policies, procedures, and guidelines, including those for internal
controls. Train and monitor compliance with department budget policies,
processes, and timetables and ensure that management is well-informed on
Institute budget policies and procedures.
Liaise with Institute Financial Services for compliance with policies,
procedures, and audit findings. Monitor the Office of General Counsel and
risk management for new guidelines and policies.
As needed, track and advise regarding the lifecycle and inventory of
assets and equipment, with the primary goals of increased Institute
efficiency and organization, lower costs, reduced risk, and improved
productivity.
Facilities:
Supervise a full-time Finance and Facilities Manager responsible for
supporting the needs for space management, maintenance, renovations,
department moves, storage, special projects, and capital equipment.
Develop and maintain systems to track requests and projects for all AAR
facilities; advise management on project timelines and budgetary issues;
and provide consistent communications explaining impact or potential work
disruption to affected AAR staff.
Manage day-to-day improvements for staff work environments including
facilities service needs, logistics, modifications, and furnishings based
on space assignments.
Support and monitor AAR storage spaces for capacity, recycling, safety and
usage.
Identify, recommend, budget, and oversee special projects that include
major renovations and space buildouts for managed spaces.
Develop and nurture working relationships with various members of the
Caltech facilities department and other vendors.
Management/Leadership:
Supervise a Finance and Facilities Manager and temporary staff as needed.
Oversee hiring, compensation, performance reviews, performance management
and professional development.
Provide direction and support to the Alumni Relations Administrative
Assistant on financial and facility matters.
Serve as a member of the AAR Management team, which includes participating
in quarterly planning meetings, special trainings, and retreats.
As requested by the VP, conduct AAR-wide trainings and briefings.
Oversee and ensure compliance with all Institute policies and government
regulations.
As requested by the VP, serve on Institute-wide planning and policy
committees.
Stay informed and current with Caltech practices and policies related to
finance, facilities, and emergency preparedness.
Basic Qualifications
Bachelor's degree, preferably in business or accounting.
Five or more years of financial, managerial, administrative, or relevant
experience.
Knowledge of business and accounting principles; solid understanding of
internal controls.
Demonstrated understanding of budget preparation and management of
operational budgets.
Experience with Oracle and data warehouse applications.
Demonstrated understanding and familiarity with generally accepted
accounting principles (GAAP).
Demonstrated analytical skills and ability to synthesize complex and
diverse information.
Ability to identify and assess risk and exposures across a wide variety of
processes.
Flexibility to work with both conceptual issues and with a high degree of
detail.
Strong project management and organizational abilities, with ability to
manage multiple deliverables and deadlines.
Ability to exercise substantial latitude for decisions regarding
processes, systems, finances, and key initiatives.
Excellent written, verbal, presentation and interpersonal skills.
A high level of initiative, independent judgment and discretion, and a
desire to work in a collaborative, team-oriented environment.
Ability to maintain a prudent customer service orientation.
Proficient in the use of Microsoft Office Applications; advanced knowledge
of Microsoft Excel including the ability to use pivot tables and macros
and experience with database tools.
Demonstrated proficiency in the use of centralized institutional financial
applications.
Ability to gain a thorough understanding of internal processes and
Institute policies and procedures.
Demonstrate the ability to practice and adhere to AAR's Guiding
Principles.
Preferred Qualifications
MBA or advanced degree in finance or accounting.
Experience in higher education and/or complex organizations.
Familiarity with UKG, Techmart, CardQuest/Concur.
Required Documents
Resume.
Cover Letter.
Hiring Range
$125,800 - $173,500 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
eeocselfprintposter.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 [email protected].
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
[email protected].
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