Finance and Operations Director

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:

Financial Management:

• 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 the with 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