Job 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.

Qualifications

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:

• 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.

Application Instructions

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

Administrative & Finance Manager - ID:99750

Equal Employment Opportunity Statement

California Institute of the Arts shall abide by the requirements of 41 CFR §§ 60-1.4(a), 60-300.5(a) and 60-741.5(a). These regulations prohibit discrimination against qualified individuals based on their status as protected veterans or individuals with disabilities, and prohibit discrimination against all individuals based on their race, color, religion, sex, or national origin. Moreover, these regulations require that covered prime contractors and subcontractors take affirmative action to employ and advance in employment individuals without regard to race, color, religion, sex, national origin, protected veteran status, disability, or any other status protected under federal, state, or local law.