Sr. Financial Analyst

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.

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. The Physics, Mathematics, and Astronomy (PMA) Division is one of six academic Divisions at Caltech.

Reporting to and working closely with the Division Operations Officer (DOO) as well as the Division Chair, the Sr. Financial Analyst is responsible for the management of the division's general budget, gifts, and endowments. The position provides broad fiscal oversight for this funding and is responsible for the development of comprehensive analysis projections, plans and budgets. Advise the division chair and division administrator on the overall financial condition of the Division. Key responsibilities include, complex financial planning and budget development, forecasting and financial analysis, and financial oversight for the academic options, research centers, and division administration.

The Financial Analyst is the primary interface who collaborates with Provost Office, Development, Sponsored Research, Project Accounting, Cost Studies, Financial Services, and other Central Administrative offices on all financial matters.

• Financial Analysis:
  • Provides analytical and quantitative analysis to support decisions related to the preparation of the annual budget, mid-year forecasts and multi-year financial plans Makes informed recommendations to Division Administrator and Division Chair concerning the use of specific Division gift, grant, and endowed fund accounts as needs arise.
  • Function as an advisor to the division on financial questions (e.g., endowment planning, sponsored awards, and capital planning considerations) in support of financial planning.
  • Responsible for the financial management of faculty start-up commitments; Fellowships and Foundation awards. Inform and recommend the number of annual allowable appointments to the Division Administrator and Division Chair. Provide reports to develop strategic plans.
  • Independently prepare and approve annual reports on foundation awards.
  • Design and implement reporting mechanisms and financial models to analyze the financial viability of the general budget and discretionary funds. Perform complex financial analysis; identify trends and draw conclusions to make recommendations to the division administrator and division chair. Advise division administration, grant managers and faculty on a variety of potential award/financial problems and recommends creative solutions.
  • Prioritize, identify, and resolve strategic and department issues; recognize exceptions, recommend and develop resolutions and implement solutions. responsibility.
  • Monitor and control expenditures across the divisions business base. Recommend budgetary constraints. Identify areas of excessive spending or under-utilization of funds. Provide financial information and assist in planning that maximizes the divisions resources and reduces costs.
  • Independently develops and analyzes complex financial projections for the Principal Investigators with emphasis on preventing overspending and future resource allocations; assists Principal Investigators and The Division Administrator and Project Accounting in matters of problem resolution.
  • Oversee labor distributions and ensure they met with agency and institute policy.
  • Research, analyze and develop internal controls and procedures for financial operations and management.
  • Plays a lead role in creating financial reports and projection models for the Division.
  • Working with IMSS, develops and implements standardized policies and procedures reporting formats and reporting schedules to enhance the process more efficiently.
  • Makes recommendations to the Division Administrator regarding rates changes in Institute Finance impact on the Division finance.
  • Participate in use case testing for changes to university budgeting and financial management systems and works closely with information technology staff to support design and implementation efforts for future systems.
  • Oversees spending on large, highly complex foundation, gifts, endowments, and GB accounts to ensure conformance to regulations specified by each granting agency; manages reconciliation and error correction on expenditures.
  • Monitors all accounts and works proactively to address any funding issues and to prevent over-spending; works with faculty and their administrative assistant/GM to develop and implement creative, practical solutions to overspent accounts.
  • Independently prepares the annual budget and fiscal year-end close.
  • Provides direction and guidance to grant managers and administrative staff to ensure consistent quality services and support for all financial and grant activities; may develop and/or conduct training for staff.
  • Ensure financial compliance with Institute policies and procedures and applicable legal rules and regulations.
  • Collaborates closely with the Provost office and other central administration offices to better understand Institute-wide financial management issues that inform planning, reporting and analysis
  • Provide advice on problematic financial issues on different projects. Serves as a point of contact for development office to ensure all stewardships reporting align with donor's requirements.
• General
  • Regularly review policies, procedures, and workflow for areas of responsibility, and implement changes as necessary to improve accuracy, efficiency, and timeliness, ensuring that services meet the needs of the Division and the Institute.
  • Establish and maintain excellent working relationships with Financial Services and other Central Administrative offices.
  • Serves as the key technical expert on all division financial issues, concerns, and special projects.
  • Responsible for the management and assignment of access responsibilities across the division.

• BS Degree and 6-8 years of relevant experience or a combination of education and experience.
• Excellent communication, interpersonal and presentation skills. Must be able to effectively interact with all levels including faculty, students, staff, and administration.
• Ability to interpret and apply knowledge of Division, Institute, and external agency guidelines to resolve issues and/or problems.
• Understanding of complex endowment agreements including calculations of future payouts.
• Understanding of complex fellowship agreements including experience with monitoring and tracking of large fellowship funds in an academic setting.
• Ability to manage and organize multiple projects with competing deadlines.
• Ability to identify opportunities and implement improved productivity and use of resources; takes initiative to improve work processes.
• Strong understanding of financial and general accounting principles with the ability to research and analyze data.
• Demonstrates independent judgment and initiative.
• Proficiency in Excel, including pivot tables as well as Caltech financial systems.

• MS degree.
• Previous experience working in an academic environment.
• Previous experience with Oracle data systems and electronic purchasing systems.
• Previous higher education or Caltech experience.

• Resume.
• Cover Letter.