"Director of Business, Finance & Information Systems"

Position Description

Director of Business, Finance & Information Systems

Job Category
**Fulltime Regular**

ExemptOvertimeEligible
**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 Director of Business, Finance & Information Systems provides leadership and operational oversight for the business, financial and information systems functions supporting the Institute’s Facilities Division. Reporting to the Associate Vice President for Campus Facilities, this role ensures sound fiscal stewardship, strong internal controls, effective systems integration, and data-informed decision support for facilities operations and capital programs. This position supervises a team of finance and systems professionals and supports a collaborative, service-oriented culture.

This is an Organizational Critical position. An employee designated as organizational critical is expected to report to Campus as soon as possible to assist in division/department response and recovery efforts.

Job Duties

Financial Leadership & Budget Management

• Lead development and management of the annual Facilities operating budget (approximately $33M+), including forecasting, variance analysis, and performance reporting.
• Provide financial oversight and reporting support for capital improvement programs (approximately $200M+) in coordination with central Finance and Campus Planning.
• Support financial management of auxiliary operations including utilities (approximately $27M) and faculty/staff housing.
• Facilitate monthly and quarterly financial review meetings with Facilities leadership.
• Monitor staffing budgets, position control, salary projections, vacancy tracking, and workforce metrics.
• Coordinate annual capital project closeout, capitalization, and compliance processes in partnership with the Controller’s Office.
• Ensure compliance with university policies, internal controls, and federal and state funding regulations.

Business Operations & Process Improvement

• Evaluate Facilities business processes and administrative workflows to improve efficiency, service delivery, and cost effectiveness.
• Develop and document financial and operational procedures to ensure consistency and audit readiness.
• Work closely with central Finance, Budget & Planning, Procurement, Human Resources, and campus IT to align Facilities financial and systems processes with institutional policies, regulatory requirements, and strategic campus priorities.
• Establish and annually review service center recharge rates in accordance with university and federal cost accounting standards.
• Collaborate with Budget & Planning, Plant Fund Accounting, Procurement, and Sponsored Research offices on financial planning and reporting requirements.
• Support emergency operations financial tracking, including documentation and reporting for potential reimbursement.

Information Systems & Data Management

• Provide functional leadership for Facilities financial and operational systems, ensuring data integrity and alignment with Institute policies and systems.
• Partner with campus IT to evaluate, implement, and optimize systems that support facilities operations, asset management, capital project tracking, and reporting.
• Assess departmental hardware, software, and reporting tools to meet operational needs.
• Oversee Facilities’ IT-related budget planning and system enhancement prioritization.
• Ensure compliance with software licensing, vendor agreements, and service-level commitments.
• Collaborate with campus IT to maintain and evaluate Service Level Agreements (SLAs).
• Promote data governance standards and reporting consistency across Facilities divisions.

Vendor, Contract & Compliance Oversight

• Partner with Procurement to ensure accurate and timely administration of contracts, purchase orders, and vendor payments.
• Review contracts, change orders, and invoices for compliance with Institute policies and funding restrictions.
• Maintain relationships with key vendors supporting financial and operational systems.

Leadership & Campus Collaboration

• Supervise and develop finance and systems staff; establish clear goals, accountability measures, and professional development plans.
• Foster a culture of customer service, collaboration, and continuous improvement within the Facilities organization.
• Work closely with Facilities operational units to support budget development and operational decision-making.
• Represent Facilities on campus committees and working groups as assigned.

Required Qualifications

• Bachelor’s degree in Finance, Accounting, Business Administration, or related field.
• Minimum 8 years of progressive experience in financial management and information systems.
• Supervisory experience with demonstrated success in staff development and team leadership.
• Demonstrated experience managing multi-million-dollar operating budgets and capital-related financial reporting.
• Experience overseeing financial and information systems and supporting process improvement and integration across platforms.
• Strong analytical, communication, and engagement skills.
• Knowledge of federal funding regulations, cost accounting standards, and compliance requirements.
• Proficiency with Microsoft Office Suite, web-based programs, and financial systems.

Preferred Qualifications

• Master’s degree in Business Administration, Finance, Public Administration, or related field.
• Experience in university facilities, capital planning, construction finance, or plant fund accounting.
• Familiarity with higher education budget cycles, and/or shared governance.

Hiring Range

$145,200 - $187,000 Per Year

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. Learn more about our benefits and staff perks.

EEO Statement

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity, or national origin, disability status, protected veteran status, or any other characteristic protected by law.

Caltech is a VEVRAA Federal Contractor.

To read more Equal Employment Opportunity (EEO) go to eeoc_self_print_poster.pdf.