CGU-Assistant Vice President of Finance

Reporting to the Vice President for Finance and Administration / Treasurer, the Assistant Vice President is responsible for the oversight and management of the University's fiscal operations working collaboratively with the CGU faculty, staff, and students. The Assistant Vice President is responsible for managing the Accounting Office, Student Accounts, Grant's Administration, Procurement and Mail Services. Working collaboratively with the Budget Office is heavily involved in financial modeling and planning for the University. Leading the coordination of CGU's accounting shared services and external auditors to ensure accuracy in financial statements is a critical function of this position. The Assistant Vice President is also responsible for monitoring the University's endowment and separately invested assets. The Assistant Vice President will interact with the President's Cabinet, the Board of Trustees, The Claremont Colleges Services (TCCS) and the campus community.

Description of Duties and Responsibilities:

Essential Functions

1. Directs the daily operations and oversees the following functions: general accounting; grant accounting; treasury operations; investments; grant administration; student accounts; procurement and mail services.
2. Supports the Vice President in their role as staff to the Board of Trustees Business and Finance, Audit and Investments Committees.
3. Oversees the preparation of materials for Committee meetings.
4. Researches and responds to other inquiries/requests from Committees, as directed by the Vice President.
5. Serves as CGU representative to Claremont Colleges Committee for the design and implementation of enterprise-wide financial management and other financially related systems.
6. Completes various surveys, federal/state regulatory and filings in a timely manner.
7. Responsible for the treasury operations and custodial banking. Ensures adequate cash flow and net operating cash throughout the fiscal year.
8. Responsible for and provides support for the University's annual audits (CGU, and Drucker Institute) in collaboration with TCCS Financial Services, prepares responses to auditor questions, and develops procedures to address audit-related issues. Collaborates with the TCCS Assistant Controller in creation of financial statements.
9. Supervises University support for the annual tax filings (federal and state) and works with TCCS as needed to ensure returns are filed accurately and timely.
10. Provides direct support and ensures compliance of post-award grants and contracts with federal, state, and agency requirements/regulations, including but not limited to payroll accounting, other expenditures, sub-recipient monitoring, effort reporting, and invoicing.
11. Participates in the University Debt offerings and is responsible for all post-issuance compliance efforts.
12. Creates and maintains the University capital reserve forecast reports and major construction in progress cost reports. Reviews major construction in progress payment applications for timely submission, complete and accurate documentation, compliance with agreement terms and required certifications and/or authorizations.
13. Annually prepares and analyzes annual financial graphs, ratios, and other data for trending and decision making for the President's cabinet and the Board of Trustees. Develops and maintains financial reports in Workday, the University's general ledger reporting system.
14. Participates in the development and implementation of any new financial system or software.
15. Partners across campus on fiscal needs, problem solving, and opportunities. In partnership with the Office of Information Technology, other administrators, and faculty, reviews processes and policies for efficiency, cost-effectiveness, impact, and innovation. Manages and implements process change.
16. Assists with legal affairs – including contract review and real estate leases. Provides oversight for contractors within the Finance area.
17. Within CGU's policy framework, develops, revises, and implements business policies and operating procedures.
18. Is responsible for various account reconciliations, account balance reviews/corrections, and ensures the timely completion of accounting reconciliations by others, including but not limited to payroll accounts, clearing accounts, and other balance sheet accounts.
19. Represents the Office of Finance and Administration on various committees within the University, The Claremont Colleges, and external organizations.
20. Assists the Vice President with various special projects, including those directed by the President or Trustees. Frequently interacts with the President's Cabinet and Trustees.
21. Ensures Office of Finance and Administration staff members are knowledgeable of and act in compliance with the University's policies and procedures, and state and federal regulations and guidelines.
22. Maintains skills and knowledge through professional associations and resources.

Required Knowledge, Skills and Abilities:

1. Ability to exercise a high degree of accurate and independent judgment, tact and discretion, and exercise good judgment in evaluating situations and making decisions.
2. Demonstrated commitment to providing excellent customer service and the ability to work with a broad constituency and develop effective working relationships with university administration, Trustees, faculty, staff, and students. Demonstrated exceptional organizational, communication (oral and written), and operational management skills.
3. Ability to set priorities, meet deadlines, and meet the needs of the University by achieving desired results.
4. Advanced skill and knowledge of Microsoft Office software, especially Excel, and adept at using macros, creating charts and graphs. Knowledge of Workday preferred.
5. Understanding of investment management concepts and terminology. Thorough knowledge of accounting guidelines/practices and the ability to research and apply accounting principles and applicable rules. Knowledge of grant accounting/administration is preferred.
6. Ability to effectively supervise direct reports (financial systems, procurement, endowment management, grants, and student accounts).

Qualifications:

Education: BA/BS or master's degree in accounting, business administration or related field; CPA certification or any combination of education and experience that provides the required skills and ability.

Experience: 5-7 years of relevant experience, preferably in higher education.

Licenses / Certificates: Must possess a valid California Driver's License and meet CGU's authorized driver's requirement.

Other: Workday experience preferred.

Hours: The regular hours for this position are 8:30 A.M. to 5:00 P.M. (with a one hour, unpaid, meal period), Monday through Friday. Hours may vary due to the needs of the department.

Classification and Status: This is a full-time, 12 months per year, benefits-eligible, exempt position.

REPORTING: This position reports to the Vice President for Administration and Finance / Treasurer.

Physical Activities

Ascending or descending ladders, stairs, scaffolding, ramps, poles and the like.

Never ☒ Occasionally ☐ Constantly

Moving self in different positions to accomplish tasks in various environments including tight and confined spaces.

Never ☒ Occasionally ☐ Constantly

Remaining in a stationary position, often standing or sitting for prolonged periods.

Never ☒ Occasionally ☐ Constantly

Moving about to accomplish tasks or moving from one worksite to another.

Never ☐ Occasionally ☒ Constantly

Adjusting or moving objects up to __ pounds in all directions.

Never ☒ Occasionally ☐ Constantly

Communicating with others to exchange information.

Never ☐ Occasionally ☒ Constantly

Repeating motions that may include the wrists, hands and/or fingers.

Never ☐ Occasionally ☒ Constantly

Operating machinery and/or power tools.

Never ☐ Occasionally ☐ Constantly

Operating motor vehicles or heavy equipment.

Never ☒ Occasionally ☐ Constantly

Assessing the accuracy, neatness and thoroughness of the work assigned.

Never ☒ Occasionally ☐ Constantly

Environmental Conditions

Low temperatures.

Never ☒ Occasionally ☐ Constantly

High temperatures.

Never ☒ Occasionally ☐ Constantly

Outdoor elements such as precipitation and wind.

Never ☒ Occasionally ☐ Constantly

Never ☒ Occasionally ☐ Constantly

Hazardous conditions.

Never ☐ Occasionally ☐ Constantly

Never ☐ Occasionally ☐ Constantly

Small and/or enclosed spaces.

Never ☐ Occasionally ☐ Constantly

No adverse environmental conditions expected.

Never ☐ Occasionally ☐ Constantly

Physical Demands

Sedentary work that primarily involves sitting/standing.

Never ☐ Occasionally ☒ Constantly

Light work that includes moving objects up to 20 pounds.

Never ☒ Occasionally ☐ Constantly

Medium work that includes moving objects up to 50 pounds.

Never ☐ Occasionally ☐ Constantly

Heavy work that includes moving objects up to 100 pounds or more.

Never ☐ Occasionally ☐ Constantly

EEO Statement:

Claremont Graduate University is an Equal Opportunity Employer and does not discriminate on the basis of race, color, creed, religion, gender and/or gender identity or expression, marital or parental status, national origin, ethnicity, citizenship status, veteran or military status, sex, age, sexual orientation, or physical disability or any other legally protected basis in its employment practice and in admission of students to educational programs and activities in accordance with the requirement of Title IX of the Education Amendments of 1972, Title I of the American Disabilities Act of 1990 and other applicable laws. CGU is committed to affirmative action in employment practices regarding ethnic minorities, the physically challenged, Vietnam-era veterans, and women. This job description defines the essential or fundamental job duties of the employment position. It is assumed that employees hired for this position can perform the essential functions of this job without imposing risk of substantial harm to the health or safety of themselves or others. Qualified candidates of diverse ethnic and racial backgrounds are encouraged to apply for vacant positions at all levels.

This job description defines the essential or fundamental job duties of the employment position. It is assumed that employees hired for this position can perform the essential functions of this job without imposing risk of substantial harm to the health or safety of themselves or others.

It may also include marginal functions, generally defined within Title I of the Americans with Disabilities Act.

Successful completion of criminal background and DMV checks required for final candidate.