Administrative and Finance Manager

Details

  • Position Category: Non-Academic
  • Position Title: Administrative and Finance Manager
  • School/Department: Community Arts Partnership (CAP)
  • Reports To: Community Arts Partnership (CAP) Executive Director
  • Time: Full-Time
  • Appointment: Regular

Information & Responsibilities

Description:

The Administrative and Finance Manager reports to the Community Arts Partnership (CAP) Executive Director and manages the administrative and financial processes for the CAP department.

Requirements

ESSENTIAL JOB FUNCTIONS:

  • Provide administrative support for the CAP Office; i.e., answer phones, greet guests, take messages, retrieve mail from CalArts mailroom, organizes and distributes accordingly;
  • Manage internal financial processes, records and controls to ensure accurate and efficient financial administration;
  • Oversees management of CAP office space, including the inventorying of supplies and equipment; organizes the ordering of office supplies and equipment;
  • Oversees office assistants, van drivers, funded by work-study;
  • Monitor the cap@calarts.edu email account and answers inquiries about programs and/or forwards emails on to the appropriate department or manager;
  • Act as liaison between CAP, Accounting and Payroll Departments on the approval, reporting, tracking, and managing of expenditures versus budget;
  • Coordinate the new hire/contracting process and assure completion of all required paperwork and forms;
  • Maintain CAP instructor files in conjunction with the CalArts HR department;
  • Ensure compliance with all state and local employment laws;
  • Collect and complete new hire forms such as I-9s, W-4s, Notice to Employee and provide to HR for processing;
  • Assist program staff in processing and approving timesheets for CAP personnel;
  • Review weekly and monthly financial reporting and schedules for accuracy;
  • Accurately perform all bookkeeping functions and utilize effective financial tracking systems for programs;
  • Support program staff in managing individual program budgets and collaborate with Executive Director on developing and maintaining budgets;
  • Oversee a variety of external vendor relationships with software companies used for programming, inventorying equipment, and any external entity hired for CAP
  • Process invoices and purchases;
  • Manage recharges, budgetary changes and journal entries, and submit invoices to contracting agencies for expenditure reimbursements;
  • Other duties as assigned.

SKILLS/ABILITIES:

  • An analytical approach to work;
  • Sound technical skills;
  • Strong skills with Word, Excel, and able to learn CalArts’ financial software;
  • Good time management skills and the ability to prioritize;
  • Clear and timely communication with internal and external stakeholders;
  • Ability to multitask and efficiently execute tasks in a timely manner;
  • Ability to perform under tight deadlines;
  • Strong attention to detail and ability to troubleshoot and problem solve.

 

 

Qualifications

EDUCATION:
  • Bachelor’s degree desired; minimum associates degree required.

 

EXPERIENCE:
  • Five (5) years working in a higher education or nonprofit setting desired;
  • Experience in Accounting/Finance desired.

How to Apply

This position is available immediately. If you are interested, please follow the Interfolio link to apply:

Administrative & Finance Manager - ID:99750

Equity & Diversity

California Institute of the Arts (CalArts) seeks to employ faculty who can engage our diverse communities of learners at the highest levels of artistic endeavor and critical thinking.  Across the range of practitioners from artists to scholars and librarians, we welcome candidates who possess a demonstrated worldview and cultural competency to support teaching and mentoring undergraduate and graduate students of varied backgrounds, capabilities, perspectives, social identities and gender expressions. CalArts is an equal opportunity employer.

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 Bachelor and Master of Fine Arts 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.

TypeNon-Academic
School/DepartmentCommunity Arts Partnership (CAP)
Reports ToCommunity Arts Partnership (CAP) Executive Director
StatusFull-Time
AppointmentRegular
Requirements

ESSENTIAL JOB FUNCTIONS:

  • Provide administrative support for the CAP Office; i.e., answer phones, greet guests, take messages, retrieve mail from CalArts mailroom, organizes and distributes accordingly;
  • Manage internal financial processes, records and controls to ensure accurate and efficient financial administration;
  • Oversees management of CAP office space, including the inventorying of supplies and equipment; organizes the ordering of office supplies and equipment;
  • Oversees office assistants, van drivers, funded by work-study;
  • Monitor the cap@calarts.edu email account and answers inquiries about programs and/or forwards emails on to the appropriate department or manager;
  • Act as liaison between CAP, Accounting and Payroll Departments on the approval, reporting, tracking, and managing of expenditures versus budget;
  • Coordinate the new hire/contracting process and assure completion of all required paperwork and forms;
  • Maintain CAP instructor files in conjunction with the CalArts HR department;
  • Ensure compliance with all state and local employment laws;
  • Collect and complete new hire forms such as I-9s, W-4s, Notice to Employee and provide to HR for processing;
  • Assist program staff in processing and approving timesheets for CAP personnel;
  • Review weekly and monthly financial reporting and schedules for accuracy;
  • Accurately perform all bookkeeping functions and utilize effective financial tracking systems for programs;
  • Support program staff in managing individual program budgets and collaborate with Executive Director on developing and maintaining budgets;
  • Oversee a variety of external vendor relationships with software companies used for programming, inventorying equipment, and any external entity hired for CAP
  • Process invoices and purchases;
  • Manage recharges, budgetary changes and journal entries, and submit invoices to contracting agencies for expenditure reimbursements;
  • Other duties as assigned.

SKILLS/ABILITIES:

  • An analytical approach to work;
  • Sound technical skills;
  • Strong skills with Word, Excel, and able to learn CalArts’ financial software;
  • Good time management skills and the ability to prioritize;
  • Clear and timely communication with internal and external stakeholders;
  • Ability to multitask and efficiently execute tasks in a timely manner;
  • Ability to perform under tight deadlines;
  • Strong attention to detail and ability to troubleshoot and problem solve.

 

 

Education and Experience
EDUCATION:
  • Bachelor’s degree desired; minimum associates degree required.

 

EXPERIENCE:
  • Five (5) years working in a higher education or nonprofit setting desired;
  • Experience in Accounting/Finance desired.
Instructions

This position is available immediately. If you are interested, please follow the Interfolio link to apply:

Administrative & Finance Manager - ID:99750

Equity and Diversity

California Institute of the Arts (CalArts) seeks to employ faculty who can engage our diverse communities of learners at the highest levels of artistic endeavor and critical thinking.  Across the range of practitioners from artists to scholars and librarians, we welcome candidates who possess a demonstrated worldview and cultural competency to support teaching and mentoring undergraduate and graduate students of varied backgrounds, capabilities, perspectives, social identities and gender expressions. CalArts is an equal opportunity employer.

Additional 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 Bachelor and Master of Fine Arts 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.