Director, Finance, Facilities

Location
California, United States
Posted
17 Jun 2019
End of advertisement period
17 Aug 2019
Ref
4849
Contract Type
Permanent
Hours
Full Time

Job Summary

The purpose of Development and Institute Relations (DIR) is to foster a thriving and engaged community of support for Caltech. By connecting the people who share and support Caltech’s mission and values, we will ensure the Institute receives the necessary resources to achieve Caltech’s aspirations and sustain its excellence in teaching, research, and scholarship in perpetuity. DIR team members embrace and uphold the values of diversity, integrity, respect, focus, and pride.

The Director of Finance and Facilities manages the Development and Institute Relations (DIR) budget, financial and accounting activities providing appropriate financial data to senior administration with reports and analyses for planning purposes. Additionally, the Director manages the daily and annual needs required to run facilities occupied by DIR staff through support of campus partners and outside vendors. S/he supports the goals and priorities of the AVP of Advancement Services and partners with other DIR staff to ensure proactive and strategic deployment of programs and services related to facilities and finance. 

Job Duties

Finance:

  • Manage all aspects of the DIR budget and financial activities through budget preparation and development, expenditure controls, forecasting, analyses, reconciliation, reporting, and management of internal controls and audit requirements. Recommend and implement actions to ensure transparency, efficiency and effectiveness
  • Develop, prepare, track and forecast budgets for all of Development and Institute Relations’ (DIR) accounts; advise management on budgetary issues; provide high-level accounting services for DIR revenue and expense budgets, including reconciliations, budget status reports and trouble-shooting as needed with individual DIR department directors and administrative staff. Resolve complex issues and questions. Develop short and long range budget projections. Analyze and articulate implications of budget requests and projections
  • Implement 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. Develop monthly compensation projections
  • Prepare regularly scheduled and ad hoc analyses, reports and data as needed for strategic planning, performance reporting and forecasting. Apply knowledge of data sources as well as content of data to produce accurate and timely information for internal and external constituents. Provide spreadsheets and graphs to facilitate interpretation of data when useful
  • Develop and implement operating policies, procedures and guidelines including those for internal controls and ensure that documentation is thorough and accurate. Collaborate with the office of general counsel and risk management on new guideline regarding policies. Train department managers on Institute and DIR budget policies, processes and timetables and ensure that management is well-informed on Institute budget policies and procedures. Liaison with Institute business and finance offices and work with internal and external auditors as needed. Ensure compliance with policies, procedures and audit findings
  • S/he recommends and implements policies and procedures, and provides training and support to staff processing transactions and monitoring operating budgets in various DIR departments
  • Serve as the payroll activity manager (PAM) for DIR staff.  Demonstrate detailed knowledge of related Caltech and regulatory mandates, policies and practices, monitoring each submitted bi-weekly record for 127+ regular, temporary, occasional employees, and student workers.  Identify, trouble shoot, report trends and issues of concern or compliance variance, and serve as assigned liaison with Human Resources and DIR managers and supervisors.  Train and provide back-up as needed for DIR timecard approvers
  • Direct, review and approve major contracts valued at $300K +.  Collaborate with Procurement, contracting officers, vendors and DIR staff regarding terms and conditions, content, timeline and budget

Facilities:

  • Plan, implement and manage all facilities required by DIR to operate efficiently, effectively and safely including – space planning, building maintenance, building renovation, department moves, special projects, capital equipment, central purchasing policies, and emergency safety measures
  • Identify, recommend and lead special projects which include major renovations and space buildouts for DIR managed spaces including office and auditoriums
  • Manage DIR department moves and provide support and expertise for major moves involving entire or multiple departments, or moves of departments
  • Develop and nurture working relationships with various members of the facilities department and other vendors
  • Manage facilities improvements for staff work environments including logistics, modifications and furnishings as well space assignments. Manage facilities requests, repairs, upgrades and improvements to all buildings inhabited by DIR staff. Troubleshoot when unanticipated facilities needs arise
  • Lead the planning, training, implementation and documentation of the DIR Emergency Preparedness Plan and other safety and security initiatives including AED, first aid, and ergonomic training.  Manage the ongoing training of DIR floor wardens and participate in campus drills

Management/Leadership:

  • Serve as member of the Advancement Services Management Team and DIR Leadership Group
  • Supervise a Finance and Facilities Specialist and temporary staff as needed. Oversee hiring, compensation, performance reviews, performance management and professional development

Basic Qualifications

  • Bachelor’s degree, preferably in business or accounting
  • Minimum 5-7 years of financial or relevant experience
  • Strong knowledge of business and accounting principles; solid understanding of internal controls
  • Demonstrated understanding of budget preparation, monitoring and management of operational budgets
  • 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
  • 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 are essential
  • Proficient in the use of Microsoft Office Applications; advanced knowledge of Microsoft Excel including ability to use pivot tables and macros and experience with database tools
  • Demonstrated proficiency in the use of centralized institutional financial applications
  • Ability gain a thorough understanding and application of internal processes and institute policies and procedures, discretion, confidentiality and good judgement; a keen attention to detail; and a high customer service orientation
  • Demonstrate the ability to practice and adhere to organizational values

Preferred Qualifications

  • MBA or advanced degree in finance or accounting
  • Experience in higher education administration
  • Experience in development operations
  • Experience with Oracle applications and data warehouse applications
  • Familiarity with Oracle, Cognos, Kronos

Required Documents

  • Resume
  • Cover Letter