Job Details
Job Location
Santa Clarita, CA
Salary Range
$132,405.00 - $150,755.00 Salary/year
Description
SUMMARY
The Executive Director for Academic Affairs Budget and Administration is an exempt, full-time, administrative management position in the Office of the Provost. Reporting directly to the Provost, the Executive Director manages all financial and faculty affairs matters for Academic Affairs and works directly with Vice and Associate Provosts, Deans, Finance, Human Resources, and other senior administrators, staff, and faculty. Responsibilities include the development and administration of personnel and operational budgets, management of faculty affairs policies and procedures, and other business-related matters.
The Executive Director conducts all academic budget analysis and modeling to ensure adherence to business policies and procedures, employment policies and personnel matters related to faculty affairs. This involves managing faculty reviews, compensation, contractual appointments, leaves, and so on. They will coordinate business functions with the Office of Advancement regarding restricted and unrestricted funds, and related expenditures for the Provost Office. The Executive Director also supports the general operations of the Provost Office by performing other duties as assigned. The Executive Director may supervise one or more employees and must collaborate with other financial managers at the Institute.
ESSENTIAL JOB FUNCTIONS:
Budgeting and Forecasting

• Direct and administer all budget processes for the Provost Office in collaboration with the vice and associate provosts and the provost including: overseeing the processing and reconciliation of invoices, monthly budget to actual analysis and fiscal year forecasting, and reconciling with the general ledger.
• Assist the Office of the Provost, vice presidents, deans, program directors, and academic administrative personnel with resource management and planning to achieve short and long-term objectives.
• Develop financial models that will allow for the redistribution of budgets between schools and units to maximize use of limited resources.
• Partner with the schools and Institutional Research to develop metrics that are used to inform the provost and deans regarding resource allocation and budget planning.
• Provide leadership on budgetary and administrative initiatives as assigned by the provost.
• Support the provost with financial analysis, modeling, and advice regarding the financial implications of expenditures, ongoing strategic planning, and program changes and development.

Faculty Contracts and Employment Matters

• Develop and improve existing systems and procedures related to faculty employment matters in consultation with Human Resources.
• Work in concert with the Deans, Vice Provost, and Provost to prepare annual personnel and operating budgets for each school/academic affairs unit.
• Oversee and manage all aspects of faculty appointments, merit review, and contract renewal including the calculation of workload (FTE), concomitant salary, and compliance with CalArts policies and HR practices.
• Understand and track the relationship between budget and curricular impacts of faculty appointments.
• Analyze in coordination with Human Resources faculty contract information regarding job duties, workload/FTE, and pay rate. Work with other staff and administrators to ensure all business functions, especially employee contracts, comply with institutional policies and California labor law.
• Develop and implement technology that will assist the Deans with resources management planning that aligns with current enrollment levels.
• Work in close partnership with the office of Human Resources on all faculty and academic staff employment matters.

New Program Financial Model Development

• Support the provost and other academic leadership with financial modeling for new academic programs.
• Develop and implement technology to assist with financial modeling for new academic programs.
• Support the provost with financial analysis, modeling, and advice regarding the financial implications of expenditures, ongoing strategic planning, and program changes and development.

Other

• Independently, and in dialogue with colleagues, solve business problems creatively and with exceptional attention to detail.
• Work in close partnership with the Office of Advancement on all donor- or grant-related business matters.
• Work in close partnership with the Finance Office on all academic area financial matters, annual budgeting, and ensuring internal controls.
• Recommend operational efficiencies and improvements at all levels of fiscal operations within academic affairs.
• Lead the Enterprise Risk Management program for the Academic Affairs unit.
• Other projects and duties as assigned.
• Participate in institute wide financial initiatives.

Qualifications
SKILLS/ABILITIES:

• Extensive knowledge of and experience in budgetary accounting procedures and financial modeling, especially in higher education.
• Discretion in handling confidential information.
• Advanced computer skills including Microsoft Office programs (especially Word, Excel, Access, and PowerPoint), online document attestation, Ellucian Colleague or related ERP systems, FileMaker Pro and other database systems, Online form systems (e.g., Form Stack), digital document management systems, Google Business Tools and Suite, Adobe Acrobat document creation and management, and data management and financial modeling tools (related to institutional research, etc.).
• Experience with accounting software and systems involving fund accounting, foundation/donor compliance, and research-funded compliance .
• Knowledge of human resources, payroll policies and familiarity with California State employment laws is preferred.
• Must have a demonstrated ability to communicate respectfully and build relationships of trust with leaders, colleagues, staff, and faculty of all cultures and abilities.
• Ability to promote others above self, and work within a team environment helping cultivate a culture of mutual support and respect.
• Excellent verbal and written communication skills.
• Self-driven initiative, the instinct to involve others, careful attention to detail, and the ability to organize and prioritize multiple duties while working independently.
• Previous experience in higher education is preferred.

EDUCATION:

• A Bachelor's degree and several years related work experience in finance, or a graduate/professional degree (MBA, MPA, etc.) in an accounting or finance related field and three years of related work experience.

EXPERIENCE:

• Direct work experience in a financial or business role in an academic school or central academic affairs in higher education preferred.