Associate Vice President for Finance

Equal Opportunity and Nondiscrimination Statement

In addition to its commitment to a harassment-free educational and working environment, the College is an equal employment opportunity employer. The College is committed to a policy of equal employment opportunities for all applicants and employees and complies with all applicable state and federal laws on the matter. The College does not unlawfully discriminate on the basis of race, color, religion, sex (including gender, pregnancy, childbirth, or related medical conditions), gender identity, gender expression, national origin, ancestry, age, physical disability, mental disability, medical condition or medical leave, marital status, sexual orientation, or any other category protected by law. The College also prohibits the harassment of any employee on any of these bases.

Location : Claremont, CA

Job Posting Title :

Associate Vice President for Finance

Job Details and Requirement :

CLAREMONT MCKENNA COLLEGE

Claremont McKenna College is a highly selective undergraduate institution ranked among the top liberal arts colleges nationally. It is part of The Claremont Colleges, which also includes Pomona College, Scripps College, Harvey Mudd College, Pitzer College, Claremont Graduate University, and Keck Graduate Institute. The Claremont Colleges consortium constitutes an academic community of more than 9,000 students. Claremont is located 35 miles east of downtown Los Angeles.

BASIC FUNCTION

The Associate Vice President for Finance provides support to the Vice President for Business and Chief Financial Officer in all aspects of College financial matters. This position performs a range of highly skilled financial and strategic planning functions, interacting frequently with the College’s senior leadership and Board of Trustees.

DESCRIPTION OF DUTIES AND RESPONSIBILITIES

ESSENTIAL FUNCTIONS :

• Supervise other members of the Business Office financial staff, including the Senior Director of Finance, the Director of Finance, the Senior Payroll Specialist, the Payroll Specialist, and the Associate Director of Student Accounts.
• Attend the Finance and Operations and the Audit and Compliance Committee meetings and prepare minutes and materials to support the work of these Board of Trustees Committees. This also includes presenting information directly to Committee members.
• Participate in high-level strategic initiatives and financial planning for the College and the broader TCCS consortium.
• Serve as a key resource in planning for the College’s overall financial strategy. Prepare analysis and support the all funds budget and financial plan development for the College, including preparing short and long-range models and preparing materials for Board of Trustees approval. This includes analysis and recommendations on all of the core budget variables, including tuition, room and board, compensation, endowment spending, and annual giving.
• Budget oversight through regular monitoring and forecasting. This includes meetings with key campus constituents throughout the year and periodic reporting on budget to actual status and forecast for the Finance and Operations Committee and the Board of Trustees.
• Coordinate with the Dean of Faculty to create and monitor the annual faculty salary and research budgets, including VERP program and status of faculty start-up and equipment accounts. This includes continued monitoring of the Kravis Department of Integrated Sciences (KDIS) program financial model.
• In partnership with the Office of Human Resources, oversee the annual staff salary budget, including facilitating the process for staff and faculty annual increases, and reconciliation of staff salary data to payroll records. Review and approve new staff position requisition forms for appropriate funding and headcount approval.
• Coordinate with the Director of the Robert Day Scholars Program to create and monitor the Robert Day Scholars Program annual budget and long-term financial planning model.
• Proactively work with Office of Admission and Financial Aid in planning for incoming and current CMC classes. This includes monitoring the use of the College’s financial aid resources and monitoring student loan funds, including analyzing the financial impact of institutional, federal, and state financial aid policies.
• Partner with the Advancement Office in monitoring all new gifts and restrictions. This includes regularly (at a minimum annually) reviewing the timing and collectability of all outstanding pledges.
• Regularly update and manage the College’s capital program, including annual reporting to the Board of Trustees and close partnership with CIMC / CIF for fund investment and management. As needed, participate in the College’s debt offerings and post-issuance compliance efforts.
• Partner with the Campus Planning team to create and maintain the College’s capital reserve and equipment forecast reports and major construction in progress cost reports. Review major construction in progress payment applications for timely submission, complete / accurate documentation, compliance with agreement terms, and required certifications / authorizations.
• Prepare and regularly review cash forecast to ensure proper coordination with TCCS, appropriate cash on hand for College needs, and maximum return on idle cash.
• Partner and oversee all activities of TCCS financial services as they relate to supporting the work of the College.
• Support the annual financial audit, federal funds audit, retirement audits, and 990 tax preparations with the auditors and TCCS. Assist in the preparation of audit schedules as needed and in the annual report for the College.
• Monitor and assess tax implications to College activities. In addition to the College’s annual 990 and 990T filing, this would include items related to endowment tax, payroll tax and sales and use tax to name a few.
• Develop and implement effective financial policies and procedures to support the work of the College through the Business Office. These areas include purchasing, accounting, budget management, federal grant compliance, student accounts, and payroll to name a few.
• Support as needed all related affiliates to CMC. This includes any separate but related entities such as CMC Holdings, Alumni Association and any that may be added in the future.
• Oversee off campus student housing (currently Kendry). This includes evaluating and signing annual leases of an appropriate quantity, regularly paying rent and utility commitments and coordinating campus shuttle service.
• Manage team and oversee accuracy and compliance related to payroll processing. This includes ensuring proper documentation on file before employment begins and supporting student employment through the Business Office.
• Manage team and oversee accuracy, timeliness and customer support related to student billing and collection, including all related software (currently Anthology and Transact).
• Prepare and respond to various financial surveys.
• Serve as Business Office liaison to ASCMC. This includes ensuring regular financial oversight, timely tax reporting, and appropriate compliance with applicable laws and regulations.
• Administer the Faculty and Executive Staff Housing Assistance Program.
• Provide analysis and support the College’s Arbol Verde Housing Program.
• Coordinate annual conflict of interest process for the Board of Trustees.
• Serve as a member of the Financial Officers Group, a cross consortium team of top financial officers from each Claremont School.
• Serve as a member of the Incident Management Team and participate in College drills and training, specifically with regard to the Finance function of the incident management structure.
• Develop and maintain financial reports in Workday, the College’s general ledger reporting system.
• Maintain and update the Business Office web page and online catalog information pertaining to financial matters.
• Participate in the development and implementation of any new financial systems or software.
• Perform other essential duties and tasks specific to the position.

QUALIFICATION STANDARDS & SKILLS :

EDUCATION : Bachelor’s degree in accounting / finance, CPA and / or MBA desirable or equivalent education and experience

EXPERIENCE : A minimum of ten years of related administrative, accounting, and / or investment work experience in positions of increasing responsibility required. Experience in auditing and grant administration / accounting preferred.

REQUIRED KNOWLEDGE, SKILLS, and ABILITIES : Individual must possess knowledge, skills, and ability to be able to successfully perform the essential functions of the position, or be able to explain or demonstrate how the essential functions will be performed, with or without reasonable accommodation, using some other combination of skills and abilities.

OTHER :

HOURS : The regular hours for this position are 8 : 00 a.m. to 5 : 00 p.m., Monday through Friday. Hours may vary due to needs of the College.

CLASSIFICATION AND STATUS : This is a regular, full-time, 12 month, exempt, benefits-eligible position.

Supervisor – AB1825 Yes

Mandatory Reporter – CA Penal Code : Yes

Responsible Employee – Title IX : Yes

Campus Security Authority – The Clery Act Yes

IPEDS Category Job Code : 11-0000 - Management Occupations (IPEDS Classification-United States of America)

SALARY RANGE : The anticipated salary range is $200,000 - $220,000 per year. Salary will be commensurate with qualifications and experience.

SUPERVISORY RESPONSIBILITY : This position will supervise the Senior Director of Finance, the Director of Finance, the Senior Payroll Specialist, the Payroll Specialist, and the Associate Director of Student Accounts.

REPORTS TO : Vice President for Business and Chief Financial Officer

GROOMING AND APPEARANCE : Employees are expected to wear attire that is appropriate to the office or department in which they work.

BACKGROUND CHECK : The successful candidate will be required to undergo a full consumer background check. Employment is contingent on the satisfactory results of the aforementioned, in addition to compliance with requirements cited in this job description.

ADA / OSHA : This job description defines the essential or fundamental job duties of this 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 1 of the Americans with Disabilities Act (ADA) and the Occupational Safety and Health Administration (OSHA). Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose.

DISCLAIMER : This job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this position. Duties and responsibilities can change and develop over time; accordingly the College reviews job descriptions on a periodic basis and may make changes of business necessity.

AT-WILL EMPLOYMENT : Employment with the College is “at-will” meaning that the terms of employment may be changed with or without notice, with or without cause, including, but not limited to termination, demotion, promotion, transfer, compensation, benefits, duties, and location of work. There is no agreement express or implied between the College and you for continuing or long-term employment. While the College has every hope that employment relationships will be mutually beneficial and rewarding, employees and the College retain the right to terminate the employment relationship at will, at any time, with or without cause. The President is the only person who can modify or alter the at-will employment relationship.

Claremont McKenna College hires and promotes individuals on the basis of their qualifications, consistent with applicable state and federal laws, without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, pregnancy, breastfeeding or related medical condition, national origin, ancestry, citizenship, age, marital status, physical disability, mental disability, medical condition, genetic characteristic or information, military and veteran status, or any other characteristic protected by state or federal law.  Inquiries may be directed to the Director for Human Resources, 528 N. Mills Avenue, Claremont, California 91711-4015, (909) 621-8490.  All applicants must complete and submit an online application to be considered for an open position.

Employment is contingent upon new employee providing documents verifying U.S. citizenship or, for aliens, documents verifying legal permission to work in the United States, applicant's acceptability for positions requiring use of a college vehicle is contingent upon a driving record acceptable to the College's automobile liability insurance. Promotion from within is encouraged whenever qualified employees of Claremont McKenna College are available. Interested employees of the College are urged to contact the Office of Human Resources if qualified for any open position. Please do not contact departments directly.

Disability Accommodations

In compliance with applicable laws ensuring equal opportunities to qualified individuals with a disability, CMC will make reasonable accommodations for the known physical or mental limitations of an otherwise qualified individual (applicant or employee) with a disability if the disability affects the performance of essential job functions, unless the accommodation results in an undue hardship for the College. Employment decisions are based on the merit and not an individual’s disability.

An applicant or employee who requires an accommodation should contact the immediate supervisor and the Human Resources Office. If multiple accommodations are identified that do not pose an undue hardship for the College, the selection of an accommodation will be at CMC’s discretion. To request disability accommodation for any part of the application or hiring process, please contact Human Resources at (909) 621-8490 or hr@cmc.edu for assistance.