Senior Director of Business, Finance, and Information Systems

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Job Summary

The Senior Director of Business, Finance, and Information Systems provides oversight, strategic direction, and executive leadership of finance, administrative, information systems, and human resource activities within the Facilities organization. This position reports to the Associate Vice President for Facilities and is responsible for the overall supervision, leadership, direction, and coordination of 6 staff.

Essential Job Duties

• Develop the Facilities general operating budget ($33+ million); provide ongoing management through monitoring, reporting, analyzing, and forecasting.
• Oversee sound financial management of capital programs ($200+ million), faculty housing, and utilities ($27 million).
• Develop and implement organizational policies and procedures, and strategic plans and initiatives.
• Perform analysis of business operations and processes to identify opportunities for efficiency, cost savings, and improvements to productivity.
• Track, report, and reconcile financial transactions and payment schedules.
• Work closely and collaboratively with the facilities divisions to understand their operations to assist in building, defending, and supporting their budget requirements.
• Direct staff and provide leadership to achieve goals and vision of the organization and the day-to-day operations. Responsible for hiring and retaining staff, career coaching, personal development for direct reports and accountable for the performance of employees.
• Facilitate the monthly business review process including variance analysis of general budget operations (salary, labor hours, overtime, credit expenditures, materials/supplies, contracts) and reports for capital programs.
• Track facilities positions, salaries, vacancies, and retention rates.
• Prepare financial statements, presentations, and reports for executive management. Consult and advise senior leadership as needed.
• Manage annual capital project closure, capitalization and componentization plan with central Finance and Facilities management team.
• Develop and maintain a strong internal control environment over all financial processes.
• Develop, document, and implement processes and process improvements throughout Facilities department.
• Establish service center recharge rates in compliance with Caltech and federal policy, update, and review annually with the Office of Cost Studies.
• Develop, plan, and coordinate short- and long-range financial plans, budgets, forecasts and information with Caltech Budget and Planning Office, Controller's Office, Plant Fund Accounting Office, and Procurement Office.
• Serve as the primary liaison and collaborate with the central Finance department, and with Information Management Systems and Services (IMSS).
• Develop and maintain relationships with vendors, review contracts and obligations, review invoices and change orders for compliance with contracts and Caltech guidelines.
• Partner with Procurement Services for timely and accurate administration of purchase orders, contracts, and payments to vendors.
• Serve on Institute committees representing Facilities.
• Collaborate with IMSS management to design, develop and implement management information systems to successfully meet business needs and performance.
• Coordinate the design and implementation of information technology systems, goals, objectives, policies, priorities, and procedures. Evaluate departmental hardware, software and infrastructure needs and capacity, including software as a service (SaaS)
• Plan, develop and manage budget for information technology operations and capital needs.
• Develop, establish, implement, coordinate, and enforce vendor guidelines for software licenses, renewals, contracts, and upgrades.
• Manage, update, and implement annual Service Level Agreement with IMSS, evaluating Facilities' requirements and directing support activities for optimal security and operational needs.
• Ability to support emergency operations Logistics & Finance to coordinate, collect and analyze costs and prepare FEMA submittals.
• Work closely with the Facilities Employee Development Council to implement plans/programs that support facilities wide programs in professional development, communication, mentoring, retention, and employee recognition.
• Perform other assigned duties.

Basic Qualifications

• Candidate must have a BS degree in finance, accounting, business administration or related field.
• Minimum of 10 years of relevant experience in business financial management.
• Thorough understanding of business operations and managing budgets.
• Expertise with financial systems, including experience in data interfacing and integration across multiple platforms.
• Successfully led, supervised, and developed a staff to provide high quality solutions and services.
• Demonstrated commitment to proactive customer service.
• Excellent verbal and written communication skills with the ability to articulate technical objectives and strategies effectively to all audiences and can develop and maintain close relationships with the campus constituency, and the work force.
• Highly developed interpersonal and organizational skills and demonstrated ability to work with a demanding client base and all levels of management and staff.
• Experience in process engineering and process improvement.
• Working knowledge of Federal funding policies.
• Must be proficient with Microsoft Windows, Office Suite, and web-based programs.
• Mentor and develop staff to promote professional growth and technical competency.

Preferred Qualifications

• Master's Degree in a related discipline or equivalent experience preferred

Required Documents

• Resume.