Budget Analyst, International Programs

Type of Appointment: Full-Time, Probationary

Collective Bargaining Unit: California State University Employees Union - Unit 9

Job Classification: Administrative Analyst/Specialist – Exempt

Anticipated Hiring Amount: $4,170- $5,295 per month

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

 

THE DEPARTMENT

The College of Professional and Global Education is Cal Poly Pomona's self-support college that serves the University's life-long learning and public-private partnership mission with a portfolio of diverse programs including degrees, credit and non-credit courses, programs, and certificates, and grant-supported activities. CPGE's role is to extend the education capacity of the University, enhance the applied research opportunities for faculty and students, and provide educational programs for the community-at-large and across the globe. 

 

International Programs consist of the Office of Study Abroad which is focused on students who are outbound in study abroad programs and the International Student and Scholar Services Office which focuses on international students admitted to Cal Poly Pomona degree programs and visiting scholars.

 

DUTIES AND RESPONSIBILITIES

• Independently create budget spreadsheets to effectively and transparently document and track expenditures; input of the allocation information into the main allocation spreadsheets; prepare and reconcile position listings to the university Budget Journal Template to accurately convey budget allocation requests to the budget office.
• Responsible for timely submission of electronic Budget Template Journal to various entities in Academic Affairs and Administrative Affairs divisions and to the CPP Foundation; accountable for complex continuous reconciliation of all accounts for the units; responsible for accurate input and timely routing and submission of partner contracts for international programs; prepare calculated program costs and finalize for posting to students who wish to study abroad; prepare accurate periodic status reports, including analysis of current and projected college-wide credit, non-credit funds and general fund budgets; prepare budget-related reports for planning, auditing and other purposes.
• Advise leadership on the availability of funds for special projects, programs, emerging budget related issues, and budget issues requiring immediate as well as long term resolutions; make recommendations for resolutions and make adjustments to department allocations or budgets as appropriate; advise the department managers on fiscal matters, provide guidance to department administrative personnel.
• Prepare monthly, bi-annual and annual financial reports, multiple year comparative and independently create budget spreadsheets to effectively and transparently document and track expenditures; input of the allocation information into the main allocation spreadsheets; prepare and reconcile position listings to the university Budget Journal Template to accurately convey budget allocation requests to the budget office.
• Responsible for timely submission of electronic Budget Template Journal to various entities in Academic Affairs and Administrative Affairs divisions and to the CPP Foundation; accountable for complex continuous reconciliation of all accounts for the units; responsible for accurate input and timely routing and submission of partner contracts for international programs; prepare calculated program costs and finalize for posting to students who wish to study abroad; prepare accurate periodic status reports, including analysis of current and projected college-wide credit, non-credit funds and general fund budgets; prepare budget-related reports for planning, auditing and other purposes.
• Advise leadership on the availability of funds for special projects, programs, emerging budget related issues, and budget issues requiring immediate as well as long term resolutions; make recommendations for resolutions and adjust department allocations or budgets as appropriate; advise the department managers on fiscal matters, provide guidance to department administrative personnel.
• Prepare monthly, bi-annual, and annual financial reports, multiple year comparative and consolidated reports for International Programs; prepare analysis for year-end expenditures, and project fund balance impacts; evaluate the impact of activities, allocations, and revenue from a strategic and operational perspective; provide direct input from a financial management perspective.
• Analyze short-term and long-range plans and objectives of OSA and ISSO  and correlate them with funds available from all sources. Analyze budget requests, perform quantitative analysis and prepare recommendations with reference to the following: 1) programmatic needs, 2) existing CSU and campus policies, procedures and business practices; 3) potential funding sources and usage restrictions. Interact with appropriate staff and managers to communicate results. Communicate, both in writing and orally, the results of the analysis and recommend to managers on how to maximize fund usage as well as how to avert difficult financial situations.
• The incumbent will serve as main point of contact on matters related to budget issues to the unit leads; attend and represent international programs at the campus Budget Analyst meetings or other meetings on or off-campus as requested. The position will serve as primary resource on ISA/ISSO, Foundation, Philanthropic Foundation, Cal Poly, and CSU fiscal and administrative policies and procedures.
• The Budget Analyst will prepare and maintain budget (expenses, revenue, deposits, purchasing) and reports for foundation and campus programs/budgets for OSA and ISSO; prepare and process financial documents, posting of financial transactions; maintain secure, accurate, and paperless fiscal document retention system for the department; prepare and analyze monthly and end-of-year budget reconciliations, deferred revenue calculations, and closures; forecasting and coordinating of foundation and campus program budgets to provide timely and accurate data to CPGE leadership related to the status of all international program funds.  The incumbent will evaluate financial performance against established goals and objectives; actively research, consult unit leads, and initiate any necessary adjustments.
• Lead Responsibilities: Coordinate and administer day-to-day front desk student assistant staffing and provide direction with accountability for outcomes; Coordinate and supervise all phases including hiring, training students and interns, compliance analysis, audit accounting processing tracking, data imaging of the following: financial documents, contracts, other documents as needed. Reviews all absence reports for the unit. OSA and ISSO offices travel and Concur e-travel designee. Provide comprehensive instructions and budget advice as office travel liaison to resolve accounting and compliance questions.
• Liaison between units and CPGE leadership; serve as a resource for the OSA and ISSO on policy and procedural matters and act as a liaison with offices in Academic Affairs, Administrative Affairs, IT, the CPP Foundation, and off-campus entities for CPGE related financial and accounting matters
• The incumbent will provide outstanding customer service to both internal and external customers; research and determine best possible solutions to resolve any financial issues timely; follow up to confirm a satisfactory solution has been reached; provide valued contributions as a member of the CPGE team; support, comply, and update documented CPGE Business processes to confirm efficiency and compliance as set by the CPP Foundation, the campus, Chancellor's Office and/or GAAP standards.  Use technology such as Peoplesoft, Tableau, OnBase.
• Contribute toward improved efficiency in international programs business processes.  Assist with setting up e-signatures for faculty contracts; review budget and justification for all proposals prior to submission of grants and contracts to external funder; advise CPGE leadership of concerns prior to administrative approval of the proposal; reconcile personnel and other expenditures according to grant stipulations; secure signatures and submit billings to Foundation in a timely manner; reconcile regularly to ascertain  full reimbursements are credited back to the units; partner with the Office of Research and Sponsored Programs and Foundation to ensure compliance in all budget-related matters; coordinate and actively participate in special projects as requested to support CPGE business needs from a fiscal or budgetary perspective as well as perform other duties as assigned.

 

QUALIFICATIONS

• Bachelor's degree AND/OR the equivalent training and administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs.
• Two (2) years of related experience

 

Working knowledge of, and ability to apply standard theories, principles, practices, and techniques applicable to the program and/or administrative specialty to develop conclusions and make recommendations; thorough knowledge of policies, procedures, and outside regulations pertaining to the applicable program and/or administrative specialty; working knowledge of operational and fiscal analysis and techniques; ability to take initiative and plan, organize, coordinate, and perform work in various situations where numerous and diverse demands are involved. Skill in research, development and evaluation of policies and programs, including skill in the collection, evaluation, and interpretation of data to develop sound conclusions and make appropriate recommendations; expertise in investigating and analyzing problems with a broad administrative impact and implications; ability to anticipate problems and address them proactively; demonstrated ability to effectively interpret, organize, and present information and ideas in written or presentation form; ability to train others on new skills and procedures and provide lead work direction.

 

Preferred Qualifications

• Expertise and creativity using innovation and technology are required of the position.
• Extensive knowledge of university policies and procedures.
• Extensive analytic experience, advanced expertise in using PeopleSoft Finance, Tableau Dashboard, PeopleSoft HR, One Solution, OnBase electronic filing.

 

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/.

 

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.  

 

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.

 

CSU Classification Salary Range

This position is part of the CSUEU bargaining unit, the CSU Classification Standards for this position are located on the following site, https://www.calstate.edu/csu-system/careers/compensation/Pages/Classification-Standards.aspx . The CSU Salary Schedule is located on the following site: https://www.calstate.edu/csu-system/careers/compensation/Pages/salary-schedule-documents.aspx . The classification salary range for this position according to the respective skill level is minimum $4,170 and maximum $7,545 per month. Please refer back to the anticipated hiring range for the appropriate salary rate for this particular position.

 

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 [email protected]. For more information, go to Employment Notices.

 

EEO

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.