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 Division Fiscal Analyst. 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 15 paid holidays a year.
Salary
The anticipated salary hiring range is up to $6,667 per month, commensurate with qualifications and experience.
The salary range for this classification is $5,273 to $9,537 per month.
Classification
Administrative Analyst/Specialist – Exempt II
Position Information
The California State University, Office of the Chancellor, is seeking a Division Fiscal Analyst to provide advanced technical and administrative fiscal management support to the Division of Academic and Student Affairs, including analysis, multi-year budget preparation and projections, comprehensive reconciliation, contract and grant administration, accounting services, and financial reporting. The incumbent is responsible for ensuring financial transactions adhere to CSU system-wide and fund source policies and procedures. The Division Fiscal Analyst serves as the primary resource to the Director of Operation to assist with the oversight of Division-wide financial transactions, and standard operational and human resource procedures. The incumbent will interface, effectively collaborative, and provide guidance and support to Division executive staff, departments, and programs in solving complex fiscal and operational issues. The incumbent must maintain an open and effective work environment and rapport as a key information resource. This position also serves as the administrative specialist for human resource activities, policies, and procedures.
Responsibilities
Under the general direction of the Director of Operations, Division of Academic and Student Affairs, the Division Fiscal Analyst will perform duties as outlined below:
Division Budget Management and Fiscal Practices
-Manage the Division Office budget and ensure compliance with all applicable University and CSUCO policies and procedures, and provisions of funding sources.
-Administer, analyze, and track financial and business-related transactions, including but not limited to proposal requests, contracts, purchase orders, invoices, procurement credit card, employee reimbursements, and interdepartmental and campus allocations.
-Reconcile accounts monthly and make appropriate corrections to ensure that budgets are accurate and that expenditures comply with fund sources’ policies, laws, regulations, and restrictions of funds. Address issues of concern as needed.
-Manage the Division-wide faculty engagement and faculty buyout process by reviewing and processing requests, providing training, and serving as a resource to requestors. Perform an analytical review of requests and provide recommendations to the Director of Operations on setting parameters and/or framework for process improvement.
-Research and gather data to assist with the preparation and/or development of fiscal reports, month-end analysis, fiscal year-end activities, forecast, and other ad-hoc reports. Advises department staff on University policies and procedures related to budget and procurement.
-In collaboration with the Director of Operation, propose recommendations on Division financial strategy, planning, and effective methods/approaches to executing financial matters based on an analysis of existing policies, practices, and regulations.
-Support the coordination of the annual budget request process. Work collaboratively with department fiscal leads on the preparation and submittal of requests to the Division Office.
-Review and prepare Executive Office reimbursements, contracts, purchase order, and Interagency Financial Transactions (IFTs). Coordinate the processing of these transactions with various Chancellor Office (CO) Division partners to resolve inquiries and ensure compliance with COCSU policies and standards.
-Monthly reconciliation of the department credit card (P-Card). Process expenditures consistent with applicable CO procurement policies.
-In the absence of the department travel budget approver, act as secondary Delegation of Authority (DOA) for department-level travel transactions.
-Develop knowledge and maintain a high-level of expertise in CO provisions, policies, and financial systems by staying abreast of changes and attending training opportunities when appropriate. Research, implement, and utilize best practices for financial management and information dissemination.
Department Support
-In collaboration with the Director of Operations, maintain a culture of support by providing guidance to department fiscal and administrative staff through trainings, development of flowcharts/reference guides, and establishment of collaborative spaces and standard meetings.
-Serve as a resource on financial policies and provide guidelines to department staff to ensure that appropriate procedures and University policies are followed.
-Ensure the critical fiscal activities of departments are completed during temporary vacancies. Assist departments with processing of financial documents and support the onboarding of new fiscal staff.
-Assist departments with maintaining financial integrity by consulting with department managers and staff to explain existing protocols and assist with processes and procedures.
-Monitor Division spending and notify the appropriate Assistant Vice Chancellor and Director of Operations of inconsistencies and areas of concern as it relates to department-level budgets.
-Work collaboratively with department fiscal leads on submittal of quarterly budget and fiscal-year end projection reports.
-In collaboration with the Director of Operation, develop Division policies, forms, and training for department staff on fiscal, grant, operation and human resource activities.
Human Resources Processes
-Provide administrative support for Division Office human resource activities, prepare and process HR related documents (recruitments, separations, reassignments, renewals, etc.). Coordinate Division Office interview schedules and logistics.
-Maintain annual labor cost distribution reports and staffing cost analysis.
-Support the management of recruitment and position number tracking to ensure accurate recording of positions and fund availability.
-Assist departments with the preparation of personnel documents, review them for accuracy and compliance with CO processes.
-Serve as a resource to Division staff on HR processes and the PageUp recruitment system.
-Make recommendations to the Director of Operations regarding personnel processes, procedures, and protocols.
Division Operations
-Support the day-to-day operations of the Division.
-Collaborate with Division staff for a successful execution of monthly Division-wide gatherings, community events, meetings, and activities.
-Analyze and research methodologies and make recommendations to enhance process improvements that promote efficiency.
-Administrative support of annual activities and programs, including but not limited to Wang Excellence Awards, service awards, performance evaluations.
-Provide excellent customer service and general assistance to Division staff and partners as needed for the effective and efficient operations of the Division.
Other Duties
-Other duties as assigned, including support to Division administrative staff, assist with special projects and initiatives, and perform other general office duties as directed.
-Serve as back-up to other Division administrative staff as needed.
Qualifications
This position requires:
-A Bachelor's degree from an accredited four-year university or equivalent combination of education and related experience to include a minimum five years progressively responsible budgetary and administrative experience involving study, analysis, and or evaluation leading to the development of improvement of administrative processes.
-Five years of current budget/financial administration experience, working in a position with day-to-day financial support responsibilities, preferably in higher education.
-Strong knowledge of the principles and practices of general accounting and governmental budget procedures.
-Ability to understand, interpret, and apply a wide variety of policies and procedures is required.
-Excellent written and verbal communication skills and effective interpersonal skills required.
-Advanced knowledge of Excel with the ability to create complex spreadsheets, which include the use of formula-driven features and the ability to present data.
-Proficiency with computer applications including Microsoft Office is required.
-Experience with working effectively with a diverse group of individuals and a multi-cultural environment (faculty, students, funders, administrators, program officers, CSU stakeholders).
-Demonstrated skill in assisting and speaking with persons of various ages, socio-economic, cultural and/or education backgrounds.
-Excellent organizational skills in a multi-tasking environment, excellent attention to detail.
-Ability to handle multiple tasks simultaneously and ability to prioritize tasks to ensure completion in a timely manner to meet deadlines.
-Ability to take initiative and independently plan, coordinate, and perform work in various situations, demonstrate flexibility and reliability where numerous and diverse demands are involved.
-Ability to exercise sound and professional judgement to determine treatment of exceptional circumstances and be able to make recommendations as appropriate.
-Ability to present information clearly and effectively, 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.
-Ability to train others on new skills and procedures and provide lead work direction.
-Ability to work effectively and productively as part of a team through close collaboration with colleagues, build and maintain cooperative working relationships, and maintain a positive and respectful attitude.
-Ability to provide excellent customer service to the University community, vendors, and stakeholders, and doing so in a polite and timely fashion.
-Ability to use a broad range of technology, systems, and software applications.
-Work independently, but willing to take directions and ask questions.
-Ability to address sensitive issues and push them through to resolution.
-Ability to exercise sound judgment and handle confidential matters with tact and diplomacy, and to maintain confidentiality of information as needed or to protect the rights of individuals or the University.
-Strong analysis and problem-solving skills.
-Independent evaluation and determination of workload priorities.
Preferred Qualifications
-Master’s degree preferred.
-Expertise with state and CSUCO fiscal policies, practices and procedures preferred.
-Experience in managing federal, private, and state grants preferred.
Application Period
Priority consideration will be given to candidates who apply by April 11, 2024. Applications will be accepted until the job posting is removed.
How To Apply
Please click "Apply Now" to complete the California State University, Chancellor's Office online employment application.
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: https://www2.calstate.edu/titleix
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. The CSU Chancellor’s Office is not a sponsoring agency for staff and Management positions (i.e., H1-B VISAS).
COVID19 Vaccination Policy
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.
CSU Out of State Employment Policy
California State University, Office of the Chancellor, as part of the CSU system, is a State of California Employer. As such, the University requires all employees upon date of hire to reside in the State of California. As of January 1, 2022, the CSU Out-of-State Employment Policy prohibits the hiring of employees to perform CSU-related work outside the state of California.
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.