Finance and Operations Director

Caltech; Pasadena (CA); On-site; USD 95,000 - 122,000; Full time

Benefits offered by this job

Health insurance

Paid time off

Tuition reimbursement

Job summary

Caltech's Office of Communications and External Relations seeks a Finance and Operations Director to oversee departmental resources and manage financial operations, including a $5.7M budget. You will collaborate with various departments, ensuring financial efficiency and compliance while fostering strong relationships across campus.

A Bachelor's degree and 8+ years of operations experience in a higher education setting are essential. The role offers a competitive salary range of $95,000 - $122,000 per year along with comprehensive benefits.

Qualifications

• Minimum 8 years progressive experience in operations, business, or project management.
• Demonstrated experience managing multi-million-dollar operating budgets.
• Strong understanding of financial and general accounting principles.

Responsibilities

• Lead development and management of the annual departmental operating budget.
• Oversee financial accounting and management of auditorium operations.
• Manage on-site logistical planning for commercial filming and photography agreements.

Skills

Operations management

Project management

Financial analysis

Communication skills

Team collaboration

Education

Bachelor's degree in a related field

Tools

Microsoft Office Suite

Concur

Techmart

Slack

Oracle

Job description

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

Caltech's Office of Communications and External Relations (OCER) is responsible for amplifying awareness of the Institute’s research, people, accomplishments, and impact across print and digital platforms such as Caltech Magazine and caltech.edu, as well as through public lectures and Institute events, including Caltech’s annual Commencement exercises. Our team comprises creators such as writers, photographers, videographers, as well as media relations, community and external relations professionals. The Finance and Operations Director provides critical leadership of the essential business and operations functions that underpin this work .

Reporting to the Chief Communications and External Relations Officer (CCERO) as part of OCER’s core administrative team, the Finance and Operations Director ensures sound stewardship of departmental resources through management of financial and business operations:

• Lead development and management of the annual departmental operating budget (approximately $5.7M+) including expense and revenue forecasting, variance analysis, and performance reporting.
• Oversee financial accounting and support financial management of auditorium operations in collaboration with the Director of Event Productions.
• Facilitate monthly and quarterly financial review meetings with OCER directors and Strategy Implementation leadership.
• Work closely with CCERO to monitor group budgets, salary projections, and vacancy tracking, advising on opportunities to enhance department operations and financial positioning.
• Act as a technical expert on specific Institute financial systems, including Techmart and Concur/CardQuest; ensure broad departmental understanding and cross‑training in critical systems.
• Oversee timely completion and accuracy of purchasing card expense reports by all department staff.
• Manage payment of all vendor invoices, honoraria, stipends, and employee reimbursements.
• Manage long‑term financial partnerships and actively seek business development opportunities such as advertisers, sponsors, and partners for Caltech magazine, event programs, and other collateral, securing contracts, negotiating terms, and directing funds received.

Business Operations Management:

• Oversee external rental of campus facilities and licensed use of trademarked assets for commercial filming and photography, working closely with the Office of General Counsel to negotiate highly confidential contracts and non‑disclosure agreements; advise senior leadership on matters of reputational risk and Institute liability.
• Manage on‑site logistical planning and oversight campus‑based commercial filming and photography agreements, ensuring clarity on all contractual elements and a seamless hand‑off of on‑site management to colleagues staffing the event.
• Manage employee hiring, onboarding, and termination processes, serving as the primary OCER liaison for Human Resources recruiters, working closely with OCER directors to develop job descriptions and promote vacancies.
• Manages and oversees inventory, servicing, and purchasing of equipment for the department, working closely with the department administrator.
• Maintain and develop collaborative relationships with the Office of General Counsel, Procurement, Finance, IMSS, Facilities, Human Resources, Academic Divisions, and other partners across campus as needed, ensuring alignment of processes, priorities, and compliance with institutional policies.
• Continually evaluate business processes and administrative workflows to improve efficiency, service delivery, cost effectiveness, and ensure compliance with Institute policy and auditing requirements.
• Other duties as assigned.

Basic Qualifications

• Bachelor's degree in a related field.
• Minimum 8 years progressive experience in operations, business, or project management, preferably in a higher education setting. Specific experience in or around communications, creative agency, marketing, or event management work desired.
• Demonstrated experience managing multi‑million‑dollar operating budgets.
• Strong understanding of financial and general accounting principles with the ability to research and analyze data.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Office Suite, web‑based applications such as Slack and Box, and systems such as Concur, Techmart, UKG, Oracle.
• Ability to work effectively with a wide variety of people, including faculty, administrators, colleagues across departments, students, internal and external partners, vendors.
• Ability to work with flexibility, efficiency, and enthusiasm; adept at dealing with ambiguity and a changing work environment.
• Initiative to seek and propose solutions to problems with high energy and a positive attitude and commitment to continual improvement.
• Ability to prioritize and know when to seek guidance, as well as to critically assess work processes and systems to identify opportunities for increased productivity and efficacy.

Required Document

• Resume

Hiring Range

$95,000 - $122,000 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.

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 [e-mail] .

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 [e-mail] .