Associate Vice President for Finance and Controller



Job description

Position Category: Staff (Exempt)
FLSA: Exempt
FTE: 1
Location: Thousand Oaks

University Background:
The mission of California Lutheran University is to educate leaders for a global society who are strong in character and judgment, confident in their identity and vocation, and committed to service and justice. Founded in 1959 in beautiful Ventura County, the university has an enrollment of about 4,000 undergraduate and graduate students who come from across the nation and around the world from a diversity of backgrounds, cultures and faiths. As a federally recognized Hispanic-Serving Institution, Cal Lutheran is looking for candidates with a dedication to and success in working in diverse communities. The university is committed to an inclusive learning and work environment that values individual differences and respects each persons dignity.

Basic Function:
The Associate Vice President for Finance/Controller is a senior-level management position within the Administration and Finance Division that reports to the Vice President for Finance. The AVP oversees and reports on the university’s annual financial operations whose totals are approximately $115 million and whose net assets are approximately $310 million. He/she/they also directly manages a department budget of $1.2 million and a current staff of 16 people.

The incumbent is responsible for the accuracy, integrity, and maintenance of all university financial records and systems. The incumbent also directs, coordinates, and provides strategic oversight and strong administrative leadership of the university’s general accounting, financial operations, analysis and reporting, grant and endowment accounting, tax reporting, bond compliance, student financial services, financial systems management, and external audits. Additionally, the AVP for Finance/Controller interfaces with the Board of Regents’ committees for finance, audit, and investment.

Representative Duties:
Treasury and Investments

  • Manage and maintain relationships with service providers, such as commercial banks, endowment advisors, and independent auditors to maximize value.
  • Ensure endowments are administered in accordance with donor restrictions, industry accounting standards and UPMIFA, and that the spending policies approved by the Board of Regents are appropriately enforced. Make stock and asset trades as directed by the Investment Committee of the Board of Regents.
  • Oversee the accurate maintenance of banking and investment records, ensuring accounts are reconciled monthly and all transactions are properly accounted for in a timely fashion.
  • Manage timely and accurate tax-exempt bond accounting and bond project reporting while ensuring overall compliance with reporting standards as required by outside entities.
  • Monitor the university operating short-term investments, endowment investments, and bond reserve fund investments and offer proposed interventions as necessary. Manage and make accessible to the president the universitys cash flow position.

Financial Reporting

  • Manage the general ledger closing and the monthly and annual financial reports, ensuring timeliness and accuracy
  • Analyze complex financial and statistical data and prepare accounting statements, summary conclusions and recommendations in accordance with generally accepted accounting principles. Monitor the universitys financial records to ensure precision and integrity of all data.
  • Assist the Vice President for Finance in developing presentation materials, reports, and financial analysis and modeling for various meetings. This includes meetings with the Cabinet, Board of Regents, Deans Council, Budget Committee, rating agencies and other internal and external entities. Assist in the staffing of Board of Regents committees for Audit, Investment, and Finance & Administration.

Forecasting and Analysis

  • Create and manage the budget for the Business Office.
  • Generate reports that analyze university spending and related trends. This includes but is not limited to forecasting and preparing cost studies for management and the Board of Regents through the use of relevant and strategic dashboards.
  • Prepare pro-forma financial plans for new programs, new construction projects, etc. that are under consideration. This includes a projected impact on financial statements and financial ratios. Provide oversight of financing for capital/equipment, technology and long and short-term facilities planning.
  • Work closely with university management to identify and analyze various financial and budgetary issues, strategic and financial planning efforts. Work collaboratively with key functional areas of the university including human resources, registrar, admissions, international programs, facilities, information technology, and academic affairs to ensure seamless business operations.
  • Support the Vice President for Finance and/or Executive Director of Budget and Financial Planning as needed with additional financial and accounting duties.

Audit and Regulatory Filings

  • Prepare, in coordination with universitys independent auditors, the annual review of financial statements and information for audits (financial statements, federal awards, retirement plan, and KCLU radio station).
  • Prepare regulatory reporting and tax returns. This includes all federal, state and private higher education fiscal reporting requirements and surveys for benchmarking. Ensure that the Conflict of Interest process is completed annually
  • Conducts ongoing research, monitors, interprets, and implements generally accepted accounting principles, tax rules, grant requirements, and other regulatory and compliance requirements.

Systems and Internal Controls

  • Support and guide the Business Office to further streamline business processes, optimize the use of technology and oversee technology upgrades, implement digital tools, ensure compliance with security policies and maintain useful departmental webpages.
  • Lead in the development and/or improvement of the Enterprise accounting system, controls and reporting processes. Work collaboratively with the others to coordinate and assist with any system upgrades to existing systems and/or new system implementations and provide training for staff.
  • Develop, communicate, monitor, and validate adherence to business policies, procedures, and internal controls based on industry best practices and risk mitigation. Design and maintain contemporary and innovative systems that are robust and aligned with local, state, and federal regulations. Review, on a biannual basis, and partnership with General Counsel when necessary, all Business Office polices.

Supervision and Development

  • Ensure superb customer satisfaction and efficient operations of the overall department while ensuring work is performed in a timely and accurate manner. Build a cohesive team that embraces the universitys mission, adapts quickly to change, and promotes innovation. Provide professional development and training opportunities for staff that help the team succeed as a whole.
  • Maintain professional growth and development through seminars, workshops and professional affiliations to keep abreast of latest developments in regulatory changes, higher education finance, budgeting, and in other related areas. Participate, as resources allow, in national and regional professional organization leadership to improve visibility of the university.
  • Recruit, supervise, develop, train, mentor, and evaluate the performance of assigned personnel. Motivate staff and develop an effective high-functioning team to achieve peak productivity and performance. Encourage customer-oriented staff interaction with students, parents, and employees.

Campus Involvement

  • Model a leadership style that supports observance of the highest ethical standards of conduct and works with university campus units to implement processes and procedures to ensure university-wide compliance.
  • Develop strong working relationships with units across the university to establish methods to continuously improve efficiency and quality of services and to reduce vulnerability to fraud, abuse and waste.
  • Interface and build relationships with colleagues across the university to address the information and financial data needs that allow them to make informed decisions and achieve their financial, strategic, and operational goals.
  • Support the Universitys mission of diversity, equity, inclusion, and justice.
  • Participate in campus-wide contingency and business continuity planning. Develop and maintains Business Office emergency continuity plan. Supports the Emergency Operations Committee.

Other Duties

  • Oversee grant accounting and reporting. Provide assistance, as required, when the university is applying for federal and private grants.
  • Monitor the universitys purchasing functions, including updating and maintaining purchasing policies and procedures, and providing appropriate forms (i.e. purchase orders, purchase requisitions, requests for payment, and travel reimbursement).
  • Complete and/or oversee special projects and perform other duties as assigned.

Knowledge Of:

  • Financial and accounting practices and reporting, including chart of accounts design, asset management, general ledger, budgeting, payroll, payables and receivables, purchasing and expense management.
  • Generally Accepted Accounting Principles, GASB and FASB standards, Fund Accounting Principles, and Internal control standards
  • Current and emerging trends in financial technologies and analytical tools, and issues
  • Contemporary issues and regulations impacting higher education and non-profit entities
  • Financial enterprise application systems, such as Ellucian Colleague, Banner, Workday, PeopleSoft, or similar financial systems.
  • Business continuity practices
  • Applicable federal and state laws and regulations that impact all facets of university policies and procedures.
  • California labor relations and employment practices.
  • Cal Lutherans mission and purpose as a comprehensive university within the Evangelical Lutheran Church of America

Ability To:

  • Prepare, gather, review, evaluate, and analyze complex financial and statistical data and prepare reports, summary conclusions, and recommendations for University leaders
  • Effectively interact and collaborate with and present to diverse individuals at all organizational levels, both inside and outside of the university. Demonstrate excellent interpersonal and communication skills, active listening, tact, customer service, and patience.
    1) As part of this expectation, develop and deliver professional level oral and written presentations that are clear and accessible to diverse audiences, most of whom are unfamiliar with accounting terminology and standards.
    2) It also includes formulating succinct oral and written messages around complex topics and financial models and high-level reports that are public.
  • Demonstrate successful administrative experience, preferably in a higher education setting
  • Plan, organize, lead and handle multiple projects and priorities simultaneously, meet schedules and due dates, and adjust plans due to changing circumstances
  • Initiate, respond to, and manage change and perform well with a certain level of ambiguity
  • Effectively advise and collaborate with senior management on financial issues
  • Hire, train, mentor, develop, supervise, and evaluate the performance of assigned personnel. Provide regular feedback, coaching and recognition for excellence in performance creating dynamic, mentoring environment.
  • Maintain the highest standards of integrity and professional conduct with ability to maintain a high level of confidences, confidentiality, objectivity, fairness, and navigate sensitive issues.
  • Exercise independent judgment and utilize diplomacy in handling sensitive matters.
  • Research, interpret, and implement generally accepted accounting principles, and other regulatory and compliance requirement.
  • Utilize Microsoft Office Suite applications, computerized accounting systems, endowment accounting software.
  • Help the university reinforce its commitment for diversity, equity, inclusion, and justice.

Minimum Qualifications:
Any combination equivalent to: Bachelors degree from an accredited college or university in accounting, finance, or business administration (with a major in accounting or finance) plus a Certified Public Accountant or Certified Managerial Accountant certification, or Masters degree in Accounting or Finance, or MBA (with emphasis in Finance) OR A combination of education and work experience; and ten (10) years of related progressive responsibility with administrative and supervisory professional experience in the field of financial accounting, audit, and finance with at least five (5) years of management level experience. Experience must include direct use of computerized accounting, purchasing, accounts payable, budget, payroll and receivable systems.

Preferred Qualifications:
Experience in higher education industry.

Licenses and Other Requirements:

Physical Abilities:

Working Environment:
Full time 40+ hours per week position in a dynamic office environment; diverse campus community; multiple interruptions; multiple project deadlines; professional commitment; occasional evening and weekend work; some travel.

Posting Number: Staff002472022
Number of Vacancies:
Desired Start Date: 06/26/2023
Close Date: 6/7/2023
Open Until Filled: No

How to apply

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