Director for Academic Affairs Budget and Administration

SUMMARY

The 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 Director manages all financial matters for Academic Affairs and works
directly with Associate Provosts, Deans, Finance, Human Resources, and other senior
administrators, staff, and faculty. Responsibilities include the development and
administration of personnel and operational budgets, and other business-related matters.

The 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 and contractual
appointments. The position has oversight for the employment visa process in support of
hiring international academic employees. They will coordinate business functions with
the Office of Advancement regarding restricted and unrestricted funds, and related
expenditures for the Provost Office. The Director also supports the general operations of
the Provost Office by performing other duties as assigned. The Director may supervise
one or more employees, and must collaborate with other financial managers at the
Institute.

ESSENTIAL JOB FUNCTIONS

 Direct and administer all budget processes for the Provost Office in collaboration
with the associate provosts and the provost including: overseeing accounts
payable, current and fiscal year forecasting, and reconciling with the general
ledger.

 Support the provost with financial analysis, modeling, and advice regarding the
financial implications of expenditures, ongoing strategic planning, and program
changes and development.

 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.

 Independently, and in dialogue with colleagues, solve business problems
creatively and with exceptional attention to detail.

 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 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.

 Oversee the visa process for international academic employees.

 Work in concert with the Deans to prepare annual personnel and operating
budgets for each school.

 Recommend operational efficiencies and improvements at all levels of fiscal
operations within academic affairs.

 Work in close partnership with the office of Human Resources on all faculty and
academic staff employment matters.

 Work in close partnership with the Finance Office on all academic area financial
matters, annual budgeting, and ensuring internal controls.

 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.

 Work in close partnership with the Office of Advancement on all donor- or grant-
related business matters.

 Manage work-study students and part-time workers for the Provost Office;
position may supervise one or more employees.

 Other projects and duties as assigned.

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 is preferred.

 Knowledge of human resources, immigration and visa processes, payroll policies and
familiarity with California State employment laws.

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

CalArts recognizes diversity and inclusivity as fundamental to its community and integral
to an arts education. Employment decisions are made without regard to race, color,
religion, sex, age, national origin, disability, veteran status, sexual orientation, gender identity or expression, or any other protected characteristic as established by law. CalArts is an equal opportunity employer.

To apply: Position is open until filled, but for full consideration please apply by April 2,
2021. apply.interfolio.com/85171

FURTHER INFORMATION

CalArts has a multidisciplinary approach to its studies of the arts through six schools: Art,
Critical Studies, Dance, Film/Video, Music and Theater. CalArts encourages students to
explore and recognize the complexity of the many aspects of the arts. It is supported by
a distinguished faculty of practicing artists and provides its undergraduate and graduate
students with the hands-on training and exposure necessary for an artist's growth.
CalArts was founded in 1961 and opened in 1969 as the first institution of higher learning
in the United States specifically for students interested in the pursuit of degrees in all
areas of visual and performing arts.