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Details
Posted: 10-Oct-21
Location: Pasadena, California
Salary: Open
Internal Number: 2554320
Caltech
Exempt Overtime Eligible: Exempt
Benefits Eligible: Benefit Based
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
The Division Finance Manager produces and reviews financial reports for the non-federal budgets of the Division of Biology and Biological Engineering, specifically the Division's General Budget, Gift, Endowment funds and related internal accounts, and provides data on a regular basis to the Division Operations Officer (DOO). The Finance Manager works closely with the DOO, Business Operations Manager, Chair, and staff in the Division to effectively facilitate data collection processes, so that financial information is consistently available to the DOO and Division Chair.
Job Duties
- Assists in reviewing and analyzing General Budget for the Division; provides regular reports and forecasts of detailed expenses so the DOO may make informed decisions on general financial direction and strategy.
- Plays a lead role in creating financial reports and projection models for the Division and its facilities; reviews financial reconciliations and periodic reports for accuracy before providing summaries to the DOO.
- Prepares an accurate analysis of recharge center revenues and expenses, reviewing progress throughout the fiscal year; assists recharge center directors to establish and maintain a break-even billing system; works with Financial Services to close out recharge centers each fiscal year.
- Maintains historical and current records on all gift, grant, and endowed accounts including donor-designated restrictions, purpose, available balances, projected spending, and income projections.
- Reviews gift agreements tied to gifts, grants, and endowed funds held by the Division, maintaining a comprehensive database for the DOO's reference.
- As requested, provides to Advancement and Alumni Relations information necessary for reporting to donors regarding the use and status of award funds held by the Division.
- Manages and maintains detailed records of faculty start-up commitments, what has been obligated, provided, and expensed; prepares periodic reports on the same for the DOO.
- Collects reports on sponsored research funding, including federal, non-federal, and Institutional, on an ongoing basis and alerts the DOO and/or Chair of any funding or spending issues that require special attention.
- May develop and suggest improvements to a methodology for consistent Division-wide processing, management, and reporting of finances, including sponsored projects.
- Pre-reviews outgoing grant submissions for red flags related to financial and space obligations tied to the Division, prior to forwarding to DOO or Chair for final approval.
- Assists in the pre-review of Conflict of Interest reporting prior to final DOO or Chair approval.
- Working with Option Managers, tracks expenses related to graduate student and postdoctoral fellow stipends; provides regular updates to the DOO on Division obligations relating to grad students, TAs, and postdocs, updating forecasts throughout the year.
- Acts as the go-to person when the DOO and Chair seek financial data; at the DOO's request, collaborates with Division staff on special projects relating to finances in the Division.
- As directed by the DOO, ensures expenses follow regulatory guidelines and Institute policies. Communicates policies and procedures to those within the Division working with finances, to ensure overall departmental compliance.
- Acts as a liaison with Institute central administration and internal and/or external auditors regarding audits of sponsored research awards.
- Establishes excellent working relationships with the Office of Sponsored Research, Project Accounting, Cost Studies, Financial Services, Office of Research Compliance and other central administrative offices, among others.
Basic Qualifications
- Bachelor's degree in Accounting, Business, or related field.
- Five years of experience managing large, complex federal and non-federal budgets in an academic environment including reporting, reconciliations, problem resolution, documentation, and audit.
- Experience analyzing general administrative budgets, gifts, and endowments.
- Solid understanding of generally accepted accounting principles and financial transactions as applied to unrestricted funds and sponsored programs.
- Ability to gather, consolidate, analyze, interpret, and communicate information from many different sources utilizing automated financial systems, spreadsheets, and various databases.
- Strong analytical skills to assess situations, define problems, formulate solutions, make recommendations, and suggest options for corrective action.
- Demonstrated ability to work collaboratively, communicating to others, the DOO's directives and strategy; skill in working as part of a team and maintaining cooperative working relationships with administrators, faculty, staff, and peers.
- Excellent oral and written communication skills; proficiency in writing concise, logical, informative, and grammatically correct correspondence, reports, and other written material to explain complex problems, policies, and procedures.
- Excellent computer skills including experience with centralized institutional financial systems, especially Oracle Business Intelligence; expert level knowledge of Microsoft Office tools and database applications.
Preferred Qualifications
- Graduate degree strongly preferred.
- Exposure in developing proposals and administering complex awards from non-federal sponsors (e.g. foundations, corporate sponsors, individual donors).
- Knowledge of as NSF, NIH, DOD and other federally sponsored award programs, foundation and industry funding.
- Expertise in mining data from Oracle Business Intelligence.
Required Documents
- Resume
- Cover Letter
To be considered for this position please visit our web site and apply on line at the following link: https://hr.caltech.edu/work/job_openings
We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.
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The California Institute of Technology (Caltech) is a world-renowned science and engineering research and education institution, where extraordinary faculty and students seek answers to complex questions, discover new knowledge, lead innovation, and transform our future.
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