Type of Appointment: Full-Time, Management Personnel Plan (MPP II)

Anticipated Hiring Amount: $12,127 - $13,750 per month (Commensurate with qualifications and experience)

Work Hours: Monday – Friday 8:00am-5:00pm

 

THE DEPARTMENT:

The Division of Student Affairs supports leadership and administrative support to over twenty-five (25) units with over 300 career positions, and an additional 700 students and 50 limited staff and an annual operating budget of $40M. The Office of the Vice President of Student Affairs is supported by the Chief of Staff and the other members of the Vice President's Executive Team, who are the senior leaders in the division. This includes the offices of Student Affairs, The Dean of Students, The Dean of Students, Student Health & Wellbeing, Inclusion and Belonging, and Operations.

 

DUTIES AND RESPONSIBILITIES:

Divisional Fiscal Oversight and leadership

• Serves as the primary business administrative officer for the division of Student Affairs and participates in direct report management meetings with the Vice President for Student Affairs as appropriate.
• Serves as the primary business administrator accountable for the following:
• Identification, definition, planning, budgeting, accounting, and reporting of all funds within the division of Student Affairs and related self-supporting enterprise activities and/or auxiliary organizations, to ensure that each fund is used strategically for the purpose intended, is operating within a reasonable annual budget variance, and is solvent with appropriate reserve balances.
• Management of position controls and alignment for divisional resource allocations
• Making recommendations to the Vice President for Student Affairs on all division-wide budget activities, including providing financial and managerial analysis and related reporting that supports division-wide budgetary decisions including forecasting revenues and managing expenditures including position control (salaries and benefits) and operating expenditures.
• Providing budgeting, accounting, and reporting for the division of Student Affairs and related auxiliary organizations requiring comprehensive knowledge of government and not for profit accounting methods (i.e., GAAP, FASB, GASB, UPMIFA and OMB guidelines), and university budget policies and procedures.
• Preparing information for annual audit(s), including providing schedules and reports as appropriate, for the division of Student Affairs and related self-supporting enterprises and/or auxiliary organizations, if any.
• Collaborates with division-wide and campus-wide personnel and serves as a primary business administrator accountable to ensure appropriate internal controls are in place to safeguard assets, and to provide accurate and timely internal and external financial and managerial reporting.
• Leads and provides training to appropriate staff within the division of Student Affairs to ensure effective use of PeopleSoft and Questica, and/or similar or related reporting tools, to achieve appropriate reporting efficiencies and accountability.
• Oversees complex projects requiring considerable coordination with campus constituents as well as the CSU Chancellor’s Office staff as appropriate.
• Exercises considerable discretionary decision making as it pertains to reviewing and preparing necessary journal entry transactions and planning daily tasks and work activities.
• Performs financial planning, budgeting, accounting, and reporting for the division of Student Affairs including: Providing accurate and timely PeopleSoft and Questica, and/or similar or related data maintenance, transaction analysis, reconciliation activities, and related financial and managerial reporting. ◦ Providing recommendations to the Vice President for Student Affairs on how to best achieve strategic goals and ensure compliance with identified rules, regulations and/or policies.
• Responsible for the financial management of the division of Student Affairs state funds (undesignated, designated, and fees), Associated Students Inc., and University Housing Services, and for developing and implementing fiscal policies and procedures to ensure compliance with appropriate campus and systemwide policies, executive orders, as well as the accurate and timely cash management, financial and managerial reporting, and financial account closeout procedures.

Associated Students, Inc.  

• The Director of Student Affairs Budget, Accounting, and Reporting supports Associated Students, Inc. (ASI) and by providing strategic financial insights, compliance guidance, and periodic internal audit support that respects and enhances ASI’s independent financial operations and unique reporting obligations. ASI is a 501©3 non-profit CSU Auxiliary authorized to serve CPP students by providing essential student life functions aligned with the university's mission and strategic priorities of the Division of Student Affairs.
• The Director collaborates with ASI leadership on strategic financial analysis, offering insights that aid the Vice President of Student Affairs & Dean of Students and ASI in their budgetary decision-making. Forecasting revenues and expenditures, including reserve utilization, related to students held and or administered in ASI such as the ASI Student Body Fee, ASI Facilities and Operations Fee, and the Instructionally Related Activities Fee, as well as participating in the preparation of the Annual Budget to the University President.
• The Director engages and collaborates with ASI Leadership on the annual budget submission for the Vice President of Student Affairs and the University President. ASI prepares reports for internal and external audits. The Director provides periodic internal audit support to ASI Financial Services. Given ASI’s role in hosting funds for recognized student organizations, the Director performs these audits to ensure ASI’s compliance with CSU policies and financial regulations, offering oversight that helps safeguard ASI’s fiscal integrity and regulatory adherence.
• The Director would work closely with ASI Leadership in the preparation of routine and/or adhoc reports requested from the University, such as quarterly reports, reserve analyses, year-end reporting for University Accounting Services, fee adjustment requests, etc.
• The Director would provide financial oversight training and development for ASI financial services leaders, and collaborated with ASI’s financial leaders to provide training, development and support for ASI financial services staff.

University Housing Services

• University Housing is a state side auxiliary fund which are generated from revenues such as rent, interest income, and other revenues received from the operation of dormitory and housing facilities.
• The Housing rent is a category V student fee and must follow the CSU Student Fee Policy and designated Education Codes. The Director collaborates with UHS leadership on strategic financial analysis, offering insights that aid the Vice President of Student Affairs & Dean of Students and UHS Leadership in their budgetary decision-making. This includes, forecasting revenues and expenditures related to students held and or administered in UHS, as well as reserve management and utilization.
• The Director engages and collaborates with UHS Leadership on the annual budget submission for the Vice President of Student Affairs and the University President.
• The Director would work closely with UHS Leadership in the preparation of routine and/or adhoc reports requested from the University, such as quarterly reports, reserve analyses, year-end reporting for University Accounting Services, proforma maintenance, fee adjustment requests, etc.
• The Director would provide financial oversight training and development for UHS leaders, and collaborate with UHS’s leaders to provide training, development, and support for UHS financial services staff.

University Committee Administration and Oversight Fee Advisory Committee & Student Success Fee Executive Oversight Commitee

• Administrative support for the Fee Advisory Committee and the Student Success Fee Oversight Committee
• Coordinate committee schedules and prepare an annual calendar for meetings throughout the fiscal year to assist in advance scheduling of the meetings
• Prepare meeting agendas in collaboration with ASI Student Chair or Vice Chair
• Document meeting minutes every meeting
• Organize various documents needed for meeting preparation
• Ensure proper approvals by various Vice Presidents have been collected
• Serve as the liaison to communicate any changes to student fees charged to all students to all parties including by not limited to: Student Affairs, Office of the President, Student Accounting and Cashiers, & Financial Aid.
• Prepare presentations for SSF Oversight Committee
• Responsible for the collection and documentation of official paperwork once they have been approved (meeting minutes, memos, etc).

Other Duties

• Stay abreast of current literature, ongoing trends, demographic changes, laws and policies that impact staff and faculty.
• Continually assess student needs and interests, as well as remain current with best practices, student engagement, leadership development models in the field of student affairs as it relates to identity development, student behavior; utilize relevant data, scholarship, and student development theories/models in planning and developing programs and services designed to actively foster student learning and promote students’ holistic success.
• Capacity to research and identify current issues in higher education both locally and nationally; awareness and insight into emerging issues (first amendment, freedom of speech, student development, etc.)
• Ensure staff have a professional development plan that incorporates and encourages best practices
• Participate in local, regional and national research and conduct presentations pertinent to job functionality
• Attends conferences and professional institutes to stay relevant and build a professional network that enhances the potential for innovation at CPP
• Serve on divisional and campus-wide committees representing the office and division; advocate for the center; respond to the needs of the campus community as needed in times of crisis
• Complete relevant additional duties as assigned.

 

QUALIFICATIONS:

• Bachelor's Degree
• Five years of progressively responsible analytical experience working with multiple organizational units, including two years performing work involving the preparation, justification and analysis, or the control and administration of a comprehensive budget, financial reports, and staffing analysis and training/advising department heads on budget issues, preparation, and tracking and a minimum of two years management and supervisory experience
• Driver License, Valid and in State
• Thorough knowledge of the principles and practices of governmental budgeting and accounting; general knowledge of the laws relating to financial administration of the State; general knowledge of the principles of organization and management; working knowledge or research techniques and statistical principles and procedures.

Ability to analyze and review the budgets and financial practices of the University, the Division, the Clusters, and the individual departments; ability to analyze situations accurately and to develop an effective course of action. Exceptional organizational and time management skills to effectively and independently prioritize workload, meet deadlines, handle multiple tasks, and complete assignments with a high standard of accuracy and attention to detail. Ability to maintain composure with shifting demands, conflicting priorities, short deadlines, and/or difficult people. Excellent proofreading skills to ensure accuracy. Strong interpersonal skills to interact effectively with people from diverse backgrounds, with many different needs, and at various levels within the organization. Demonstrate political acumen and highly refined communication skills to work effectively in an executive-level office environment. Strong problem-solving skills with the ability to use insight, tact, and diplomacy to facilitate positive outcomes. Demonstrated ability to prepare and present training and other materials to various audiences. Analytical skills to research, synthesize, and summarize complex and technical information. Advance knowledge of spreadsheets including ability to sort and analyze massive query data utilizing pivot tables, linking worksheets and files for consolidated reporting. Proficiency in using electronic mail, word processing, and Web applications with speed and accuracy and with the interest and ability to learn new applications. Ability or willingness to learn to troubleshoot basic computer problems and refer more complex situations to information technology personnel. Ability to coordinate a constantly changing executive appointment calendar using Microsoft Office. Knowledge of paper and electronic filing systems in order to create and maintain comprehensive filing systems for an office which has a high volume of paper and electronic communication. Ability to recall, retrieve, and communicate information effectively, both orally and in writing. Experience maintaining professional discretion and strict confidentiality. Ability to demonstrate exemplary customer service and highest professional standards. Working knowledge of PeopleSoft queries to generate financial data for trend analysis. Knowledge of laws & polices related to the various funding structures.

 

PREFERRED QUALIFICATIONS:

• Master's degree
• Working knowledge of the financial procedures of the CSU Experience with PeopleSoft highly desirable
• Ability to work effectively and maintain positive relationships with diverse individuals across the campus in policy interpretations and compliance.

 

Equity, Diversity, and Inclusion

At Cal Poly Pomona, we are committed to the urgent and ongoing work of creating and sustaining an inclusive campus where all students, faculty, and staff are welcomed, respected and can flourish to achieve their dreams of success.  

We believe diversity strengthens community. Cal Poly Pomona proudly holds designations as both a Hispanic-Serving Institution (HSI) and an Asian American and Native American Pacific Islander-Serving Institution (AANAPISI). In 2022, the campus launched the Black Thriving Initiative recognizing that Cal Poly Pomona’s future as a university must be linked to the success of its Black community.

More information about our campus initiatives can be found on the Office of Inclusive Excellence’s website. 

 

Out of State Work

The California State University (CSU) system is a network of twenty-three public universities providing access to a quality education through the support of California taxpayers. Part of CSU’s mission is to prepare educated, responsible individuals to contribute to California’s schools, economy, culture, and future. As an agency of the State of California, the CSU’s business operations almost exclusively reside within California.   The CSU Out-of-State Employment Policy prohibits hiring employees to perform CSU-related work outside California. For more information, go to https://calstate.policystat.com/policy/10899725/latest/.

 

Background Check

Cal Poly Pomona will make a conditional offer of employment to final job candidates, pending the satisfactory completion of a background check (including a criminal records check). The conditional offer of employment may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. In determining the suitability of the candidate for the position, Cal Poly Pomona will give an individualized assessment to any information that the applicant submits for consideration regarding the criminal conviction history such as the nature, gravity and recency of the conviction, the candidate’s conduct, performance or rehabilitation efforts since the conviction and the nature of the job applied for. For more information, go to https://calstate.policystat.com/policy/13813878/latest/.

 

CSU Classification Salary Range

The CSU Classification Standards for this position are located on the CSU Classification Standards website. The CSU Salary Schedule is located on the CSU Salary Schedule website. The classification salary range for this position according to the respective skill level is: minimum $5,053 and maximum $16,221 per month. Please refer to the anticipated hiring range for the appropriate salary rate for this particular position.

 

Outside Employment Disclosure

Executive and Management Plan Personnel employees must disclose all current outside employment at the time of hire as a precondition of hire and at the following times after hire: annually in July, within 30 days of accepting outside employment, and upon their manager’s request. For more information, go to the Outside Employment Disclosure policy.

 

Employment Eligibility Verification

Cal Poly Pomona hires only individuals lawfully authorized to work in the United States. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.  For more information, go to https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents.

 

Conflict of Interest 

This position is a “designated position” in the California State University’s Conflict of Interest Code.  The successful candidate accepting this position is required to file financial interest disclosure forms subject to state regulations.  For more information, go to https://www.cpp.edu/eoda-hr/departments/hrpar/coi.shtml.   

 

Outside Employment Disclosure 

Executive and Management Plan Personnel employees must disclose all current outside employment at the time of hire as a precondition of hire and at the following times after hire: annually in July, within 30 days of accepting outside employment, and upon their manager’s request.  For more information, go to https://www.cpp.edu/eoda-hr/departments/hrpar/outside-employment-disclosure.shtml.   

 

Child Abuse/Neglect Reporting Act (CANRA) 

The person holding this position is considered a “mandated reporter” under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment. See policy at https://calstate.policystat.com/v2/policy/10927154/latest/.

 

Security & Fire Safety 

In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), Cal Poly Pomona’s Annual Security Report and Annual Fire Safety Report are available for viewing at: https://www.cpp.edu/pdfs/annual_security_report.pdf and https://www.cpp.edu/housing/documents/fire_safety_report.pdf.

 

Pay Transparency Nondiscrimination

As a federal contractor, Cal Poly Pomona will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant.  For more information, see the Pay Transparency Nondiscrimination Provision poster.

 

Reasonable Accommodation

We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact the ADA Coordinator by email at ADACoordinator@cpp.edu. For more information, go to Employment Notices.

 

Equal Employment Opportunity

Cal Poly Pomona is an Equal Opportunity Employer, committed to promoting an inclusive and diverse workforce. The university subscribes to all state and federal regulations that prohibit discrimination based on race, color, religion, national origin, sex, gender identity/gender expression, sexual orientation, marital status, pregnancy, age, disability, genetic information, medical condition, and veteran or military status.  We engage the talents of all qualified workers, regardless of their background. More information is available at Equal Employment Opportunity statement.

 

Other Notices

For other important employment notices, we invite you to visit Cal Poly Pomona’s Employment Notices web page.