Director, Finance and Facilities

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.

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.

• 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,…