Finance and Operations Director

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 Financial Management. Reporting to the Chief Communications and External Relations Officer (CCERO), the Finance and Operations Director ensures sound stewardship of departmental resources through management of financial and business operations.

Responsibilities

• 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.

• 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.

• 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.

• Manage and oversee 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.

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.
• Able to work effectively with a wide variety of people, including faculty, administrators, colleagues across departments, students, internal and external partners, vendors.
• Able 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.
• Able 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.

Salary Range

$95,000 - $125,000 Per Year

Benefits

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.