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 Budget and Office Support 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 $6,401 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 Budget and Office Support Analyst to be responsible for the External Relations and Communications (ERC) Division budget; tracking and monitoring systemwide strategic initiatives, goals and projects; tracking survey results using predetermined metrics and key performance indicators; and supporting various projects, initiatives and meetings for the ERC Division. This position receives specific direction on all budget and financial matters, including preparing, coordinating, monitoring, and analyzing budget details; works closely with the CO Systemwide Budget Office to review and explain department funding requests and future funding needs; monitors and tracks current spending to ensure the division is within its set budget; and in collaboration with the ERC senior leadership team, monitors each department's respective budget to identify weaknesses and make recommendations based on budget analysis and reports created in Data Warehouse. Additionally, this position provides guidance, support, and training to ERC senior leadership, Confidential Administrative Support, and Administrative Assistants regarding budget-related issues and concerns. This position assists the Director of Operations with systemwide and interdepartmental projects; collaborates closely to plan, prepare, and anticipate logistical needs for meetings and events, including the Board of Trustees Meetings and Vice Presidents for Advancement Council; creates and administers surveys; and prepares complex reports. The Budget and Office Support Analyst also provides backup to the Director of Operations and Executive Assistant in their absence.

The incumbent maintains an awareness of the division’s priorities and has a solid understanding of the functions of the office in relations to departments in the division and other units within the CO, campuses, members of the business, industry and government communities and other external interest groups.

Responsibilities

Under the general direction of the Director of Operations, External Relations and Communications, the Budget and Office Support Analyst will perform duties as outlined below:

Division Budget

Provides support to the Director of Operations on the division budget and fiscal matters and informs the Director of Operations of any budget implications for the division. Ensures that all expenditures are justified, approved, reviewed and accounted for in accordance with policy; works closely with the CO Budget Office and ERC senior leadership on the annual division budget process and closely monitors the budget on a regular basis. Duties include but are not limited to:

-Processing and reviewing departmental contracts and yearly subscriptions.

-Assisting in the preparation of the quarterly lobbying disclosure reports for the ERC division, Chancellor and the Board of Trustees.

-Processing and reviewing all Laserfiche transactions for the VC Office.

-Preparing monthly budget reports and projections of current and anticipated needs.

-Providing monthly recommendations about financial planning and budget analysis to the Director of Operations to ensure that budget decisions support the overall goals of the VC Office and the Division of ERC.

-Working closely with the CO budget department as the main point of contact for assisting with the budget portion of the recruitment process; advising and answering questions on position funding, recruitment requisition forms, position management, confirming appropriate budget coding and approvals; and identifying salary funding for newly created positions.

-Working closely with the ERC senior leadership and CO Budget Office on the annual division budget process to include analyzing, evaluating, monitoring, and tracking funds, assisting with budget implementation, participating in budget forecasting, providing timely budget reports, and interpreting and applying budget policies/guidelines.

-Researching budget issues, such as purchase order (PO) encumbrances, systemwide allocations, and expenses for Interagency Financial Transactions (IFT) requests; recommend cost containment measures; process delegation of expenditure authority requests, etc.

-Provides guidance and training on budget-related issues to the division senior leadership and their Administrative Assistants.

VC Office Support

-Assisting the Director of Operations with office moves and division space needs and allocation.

-Serving as the Inventory Coordinator for the VC Office’s equipment; responsible for reviewing the department’s inventory listings for accuracy, home use forms, etc. and reporting any discrepancies to the Property Department.

-Creating and administering division surveys and preparing complex reports; serves as the primary contact for the Employee and Customer Satisfaction Surveys for ERC.

-Maintaining and updating the division website, CSYou (intranet) and division SharePoint site, including the staff directory and division org charts.

-Working with Director of Operations on systemwide and interdepartmental projects, providing technical and high-level administrative support.

-Researching, creating and setting up new systems, tools, and reports in tracking metrics for performance measures and for the purpose of increasing efficiencies and focuses on continuous and quality improvement.

Meeting and Event Support

Collaborating closely with the Director of Operations to assist with planning, preparing, and anticipating logistical needs for meetings and events, including but not limited to:

-Board of Trustees Meetings, including meeting minutes, escorting high-profile donors, printing materials and providing onsite support to the Director of Operations and Vice Chancellor.

-Vice Presidents for Advancement Council, including working with host campuses on logistical needs for meetings, including hotels, parking, room rentals, catering and AV needs.

General Office Support

-Provides general administrative support to include assisting with front office duties and serving as backup to the Director of Operations and Executive Assistant during their absence. This may include answering phones, greeting and directing visitors, scheduling meetings, making travel arrangements and processing expense claims, photocopying, filing documents, and ordering office supplies.

-Participates and assists in organizing and coordinating additional projects and special events and meetings, as requested, in supporting division goals and objectives.

-Responds to a variety of campus and department staff inquiries.

Qualifications

This position requires:

-A Bachelor's degree in a related area and a minimum of five years of progressively responsible experience in a complex organization OR equivalent combination of education and experience that demonstrates that the applicant has acquired the knowledge and abilities listed is required.

-Experience in working with complex budgets and spreadsheets.

-Proficiency with Microsoft Excel, Word, Outlook and PowerPoint.

-Possess strong analytical and organizational skills with impeccable attention to detail.

-Demonstrated experience working with complex budgets, including analyzing, evaluating, monitoring, and tracking funds, assisting with budget implementation, participating in budget forecasting, providing timely budget reports, and interpreting and applying budget policies/guidelines.

-Demonstrated ability to complete multiple projects/tasks simultaneously with competing deadlines, set and manage timelines and priorities; excellent project management skills.

-Ability to work with all levels of management and staff; demonstrated ability to interface with officials from other educational institutions, governmental agencies, high-profile donors and members of the business community.

-Demonstrated ability to take initiative and use sound judgment in completing tasks; ability to be customer focused, move forward in a change-oriented environment, and possess a team-oriented approach.

-Possesses effective interpersonal, written, and verbal communication skills, thorough knowledge of modem office practices and procedures.

-Ability to collaborate with others and work as part of a team in support of the strategic vision and goals of the division, the Chancellor’s Office and the CSU.

-Excellent proofreading skills and ability to develop and use techniques to ensure the consistency and accuracy of information.

-Demonstrated ability to plan, schedule and coordinate office activities, complex calendars and meeting and conference schedules.

-Demonstrated ability to prepare complex reports, letters, and appropriate correspondence.

-Operate automated equipment and the ability to use technology proactively for innovation and process improvement.

Preferred Qualifications

-Experience supporting a senior executive is preferred.

-Experience in higher education is preferred.

-Experience working with Peoplesoft and Data Warehouse.

Application Period

Priority consideration will be given to candidates who apply by July 12, 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.