Chancellor's Office Statement

Join our team at the California State University, Office of the Chancellor, and make a difference in providing access to higher education. We are currently seeking experienced candidates for the position of Financial and Operations Specialist, SAEB. The CSU Chancellor's Office, located on the waterfront adjacent to the Aquarium of the Pacific in downtown Long Beach, is the headquarters for the nation's largest and most diverse system of higher education. The CSU Chancellor's Office offers a premium benefit package that includes outstanding vacation, health, and dental plans; a fee waiver education program; membership in the California Public Employees Retirement System (PERS); and 14 paid holidays a year.

Salary

The salary range for this classification is $5,022 to $9,083 per month. The anticipated salary hiring range is up to $6,031 per month, commensurate with qualifications and experience.

Classification

Administrative Analyst/Specialist - Exempt II

Position Information

The California State University, Office of the Chancellor, is seeking a Financial and Operations Specialist, SAEB to provide strategic recommendations and insights to maximize department resources and supports administrative operations of the department. These areas include Student Affairs, Equity, Basic Needs, Advising and Career Services, Community Engagement, and Veterans Affairs. This position leads, coordinates, administers, and analyzes the fiscal and budgetary policies and procedures for all managed budgets within the department with varying complex fund sources and constraints. This position is responsible for ensuring that all transactions follow CSUCO, state, federal, and private grantor fiscal policies, practices, and procedures. The incumbent also acts as a financial thought-partner with department colleagues leading programmatic work. The incumbent independently monitors expenditures; identifies and rectifies processing errors; reconciles budget journal activities ensuring accurate expenditure of funds and leads the annual budget request and allocation processes. The incumbent also serves as the administrative specialist for human resource policies and procedures for the department. The incumbent performs routine and complex office duties in a fast-paced environment including calendaring and meeting scheduling support, preparing, processing, and compiling of data and reports, answering phone and email inquiries, ordering supplies, scheduling on-site, and planning off-site meetings, making travel arrangements, tracking expenses, processing reimbursements, travel claims, payments and Interagency Financial Transactions (IFT).

Responsibilities

Under the general direction of the Associate Vice Chancellor, Student Affairs, Equity and Belonging, the Financial and Operations Specialist, SAEB will:

• Lead, coordinate, administer, analyze, and monitor all financial and business-related transactions for the departments across funding sources related.

• Advise Associate VC and other department administration on financial strategy and planning.

• Provide general and complex administrative support to the Associate VC including but not limited to calendaring and meeting scheduling support, preparing and compiling reports, answering phone and email inquiries, ordering supplies, scheduling on-site and planning off-site meetings, making travel arrangements, processing reimbursements and travel claims.

• Administer and track allocations, proposal requests, contracts, purchase orders, invoices, procurement credit card, travel and other documentation required for proper fund expenditure and accounting.

• Review and analyze financial reports and reconcile financial transactions for department accounts using Peoplesoft Financial system.

• Reconcile accounts on a monthly basis and make appropriate corrections to ensure that the budgets are accurate and that expenditures are in compliance with fund sources’ policies, GAAP, laws, regulations, and restrictions of funds. Address issues of concern as needed.

• Communicate regularly with the division of Academic and Student Affairs, and Business and Finance to ensure departments are in compliance with financial transaction policies and procedures.

• Determine appropriate and effective methods/approaches to executing financial matters based on an analysis of existing policies, procedures, and regulations.

• Prepare data and/or reports on fiscal matters for various agencies (Chancellor’s Office, Department of Finance, Legislators, Grantors).

• Ensure the departments are complaint with all laws, policies, and provisions of funding sources.

• Develop knowledge of all provisions, laws, and policies of departmental funding sources (including attending CO trainings and disseminating as needed).

• Coordinate, plan, and develop the budget process for departments, including annual budget requests, projections, and various budget analysis.

• Assist staff with the preparation of personnel documents, review them for accuracy and compliance with CO processes and procedures.

• Coordinate and process HR-related paperwork for recruitment, separation, special consultant renewal and reclassification documents and maintain personnel files.

• Conduct and process labor cost distribution and staffing cost analysis.

• Maintain all personnel transactions for department including preparation of personnel transaction forms as needed and requested according to Division and CSU personnel policies and procedures.

• Prepare purchase orders and encumbrances, memberships, subscription; coordinates the ordering of office supplies, software, and equipment, tracking orders to delivery, confirming costs upon receipt of goods.

• Work collaboratively with ASA Director of Operations on space management for department and work with CO partners to ensure adequate technology and tools are in place.

• Maintain inventory of technical equipment and conduct regular audits.

• Maintain and monitor department calendar for associate and assistant vice chancellor.

• Complete other projects or duties as assigned by the Associate Vice Chancellor.

• Support and coordinate general and complex administrative activities.

• Provide general assistance to department staff as needed for the effective and efficient operations.

Qualifications

This position requires:

• A Bachelor’s degree from an accredited four-year college or university or equivalent combination of education and related experience is required to include a minimum of 4 years progressively responsible budgetary and administrative work experience involving study, analysis, and or evaluation leading to the development or improvement of administrative policies, procedures, practices, and programs.

• Budget experience, and/or advanced knowledge in Peoplesoft systems

• Excellent administrative management skills required.

• Excellent organizational skills in a multi-tasking environment.

• Ability to work effectively with a wide range of individuals (faculty, students, funders, administrators, program officers.

• Ability to handle multiple tasks simultaneously and ability to prioritize tasks to ensure completion in a timely manner to meet deadlines.

• Ability to respond to inquiries from staff on a variety of policies and procedures and determine the most appropriate method or approach to address a fiscal or administrative manner.

• Strong collaborative and communication abilities.

Preferred Qualifications

• Expertise with state and CSUCO fiscal policies, practices, and procedures.

• General knowledge of governmental, non-profit, and GAAP and regulations, laws, and rules.

• Strong written and verbal communication skills.

• Well-organized, excellent attention to detail.

• Strong interpersonal and team-building skills.

• Ability to present information clearly and effectively.

• Ability to maintain professional discretion and confidentiality.

• Work independently, but willing to take directions and ask questions.

• Ability to meet deadlines.

• Ability to address sensitive issues and push them through to resolution.

• Strong analysis and problem-solving skills.

• Good judgement, reliability, and flexibility.

• Independent evaluation and determination of workload priorities.

• Proficiency with Microsoft Office, including Outlook, Word, Excel, PowerPoint and current software applications.

Application Period

Priority consideration will be given to candidates who apply by December 6, 2022. Applications will be accepted until the job posting is removed.

How To Apply

Equal Employment Opportunity

The university is an Equal Opportunity Employer and does not discriminate against persons on the basis of race, religion, color, ancestry, age, disability, genetic information, gender, gender identity, gender expression, marital status, medical condition, National origin, sex, sexual orientation, covered veteran status, or any other protected status. Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose by contacting the Senior Human Resources Manager at (562) 951-4070.

Title IX

Please view the Notice of Non-Discrimination on the Basis of Gender or Sex and Contact Information for Title IX Coordinator at:

E-Verify

This position requires new hire employment verification to be processed through the E-Verify program administered by the Department of Homeland Security, U.S. Citizenship and Immigration Services (DHSUSCIS)' in partnership with the Social Security Administration (SSA).

If hired, you will be required to furnish proof that you are legally authorized to work in the United States.

COVID19 Vaccination Policy

In addition, per the CSU COVID-19 Vaccination Policy, it is strongly recommended that all Chancellor’s Office employees who are accessing office and campus facilities follow COVID-19 vaccine recommendations adopted by the U.S. Centers for Disease Control and Prevention (CDC) and the California Department of Public Health (CDPH) applicable to their age, medical condition, and other relevant indications.

Background

The Chancellor's Office policy requires that the selected candidate successfully complete a full background check (including a criminal records check) prior to assuming this position.