Finance & Facilities Director for Advancement & Alumni

CalTech; Pasadena (CA); On-site; USD 126,000 - 174,000; Full time

Job summary

Caltech’s Division of Advancement and Alumni Relations seeks a Director of Finance and Facilities to lead budget, accounting, procurement, contracts, and facilities management in support of AAR priorities.

You will oversee annual budgeting, GAAP compliance, audits, space planning, and liaison with campus offices; manage a Finance and Facilities Manager, drive process improvements, and ensure strategic use of resources across AAR sites.

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.

Responsibilities

• Finance: Manage AAR budget and financial functions, including reporting, annual budget prep, internal controls, audits.
• Finance: Produce quarterly forecasts, financial reporting and ad hoc analyses.
• Finance: Develop, track and forecast budgets vs. actual analyses; advise management on budgetary issues.
• Finance: Deploy AAR’s budget efficiently to advance the mission.
• Finance: Oversee accounting and financial management for related entities.
• Finance: Ensure GAAP compliance and documentation for legal requirements.
• Finance: Support salary projections and compensation-related analyses.
• Finance: Liaise with Payroll, timekeeping, and onboarding processes.
• Finance: Review major contracts over $10,000 and liaise with procurement.
• Finance: Develop operating policies and train on budget policies.
• Finance: Liaise with Financial Services and risk management on policies.
• Facilities: Supervise a Finance and Facilities Manager for space, maintenance, renovations and moves.
• Facilities: Track requests and projects; communicate timelines and budget impacts.
• Facilities: Manage daily environment improvements and furniture/logistics.
• Facilities: Monitor storage spaces for capacity and safety.
• Facilities: Oversee major renovations and space buildouts.
• Facilities: Build relationships with Caltech facilities and vendors.
• Management/Leadership: Supervise staff; conduct performance reviews and development.
• Governance: Provide direction to Alumni Relations Admin on finances and facilities.
• Leadership: Participate in quarterly planning and trainings; lead AAR-wide briefings.
• Policy: Ensure compliance with Institute policies and regulations.
• Strategic: Engage in Institute-wide planning and policy committees.

Skills

Budgeting

GAAP knowledge

Financial reporting

Oracle

Procurement

Contracts

Facilities management

Leadership

Project management

Communications

Education

Bachelor’s degree in business or accounting

MBA or advanced degree (Preferred)

Tools

Oracle ERP

Data warehouse applications

Microsoft Excel

UKG

Concur

CardQuest

Job description

Caltech’s Division of Advancement and Alumni Relations seeks a Director of Finance and Facilities to lead budget, accounting, procurement, contracts, and facilities management in support of AAR priorities.

You will oversee annual budgeting, GAAP compliance, audits, space planning, and liaison with campus offices; manage a Finance and Facilities Manager, drive process improvements, and ensure strategic use of resources across AAR sites.