Business Manager

California, United States
10 Aug 2019
End of advertisement period
10 Oct 2019
Contract Type
Full Time

Job Summary

Reporting to the Chief Communications Officer (CCO) as part of the Office of Strategic Communications' core administrative team, the Business Manager will be responsible for providing strategic oversight and management of critical financial and operation functions within the unit. He/she will work closely with the CCO and other directors, providing administrative management of the central budget and procurement processes; overseeing vendor contracts and employment processes; managing equipment; and managing the distribution and inventory of publications and collateral.

Job Duties


  • Manages annual budget for Strategic Communications and Campus Programs operations, which includes general budget and non-general budget accounts. Conduct budget review with department directors during and at the end of the fiscal year to discuss spending trends and to forecast expenses for the next fiscal year, as well as to provide insight on various revenue sources (such as performance sales reports, ticketing revenue, ad revenue, etc.) as requested
  • Working in collaboration with the Caltech Ticket Office staff, oversees and audits reconciliation of daily ticketing deposits and ensure that they are done accurately, as well as monitors weekly ticket sales revenue and ACH deposits for financial reports
  • Oversees the timely completion of Purchasing Card and Travel Reports, approves purchases through electronic purchasing system, approves and assists directors in creating expense reports, and assists directors with processing of equipment purchases and service agreements, as needed
  • Acts as a key technical expert on specific Institute financial systems, including Techmart and CardQuest; and works in partnership with others on the OSC team to ensure that there is broad understanding and cross-training in critical systems
  • Secures and negotiates terms with advertisers and potential sponsors for the magazine, event programs, and related collateral
  • Processes vendor invoices for all publications and digital projects.


  • – Approves department timecards
  • – Reviews all vendor and commercial/documentary filming contracts before they are executed. Negotiates terms if necessary
  • – Works with the Office of General Counsel to ensure that all contract language is suitable, and any unique changes in basic terms are in the best interest of the Institute
  • – Serves as OSC's primary liaison for recruiters in Human Resources, assessing compensation and classification data for new job descriptions before posting them to the Taleo system
  • – Oversees the onboarding process for new staff
  • – Organizes the distribution of office publications and materials, which may include the Institute magazine, fact sheets, and other pieces as developed
  • – Manages and oversees inventory, servicing, and purchasing of equipment for the department
  • – Plans and executes any relevant readership and/or attitude surveys for OSC for the purposes of gathering current metrics that reflect the demographics of the audiences consuming content or attending events created and/or managed by this office
  • – Other duties as assigned

Basic Qualifications

  • Bachelor's Degree
  • Strong interest in and aptitude for working with numbers, recording and processing basic financial transactions, and using basic spreadsheets and/or financial systems
  • Strong understanding of financial and general accounting principles with the ability to research and analyze data
  • Demonstrates excellent communications, independent judgement and initiative, as well as interpersonal and presentation skills. Must be able to effectively interact with all levels of administration
  • Ability to manage and organize multiple projects with multiple deadlines
  • Ability to identify opportunities to improve productivity, use of resources, and work processes

Preferred Qualifications

  • Master's Degree, and previous work experience in finance
  • Experience working in higher education

Required Documents

  • Resume
  • Cover Letter