Director, Finance and Facilities, Advancement and Alumni Relations

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.