Lead Budget Analyst

Type of Appointment: Full-Time, Probationary

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

Job Classification: Administrative Analyst/Specialist - Exempt

Classification Salary Range: $5,022 - $9,083 per month

Anticipated Hiring Amount: $5,022 - $6,250 per month

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

Recruitment Closing Date: October 1, 2023

THE DEPARTMENT

The College of the Professional and Global Education (CPGE) 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, in addition to study abroad and exchange student program opportunities through the campus International Center (IC). 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. CPGE operations include Open University, various degree programs run in partnership with the other colleges of the University and outside universities, Summer and Winter Intersessions for the campus, the Cal Poly English Language Institute (CPELI), Global Education Programs (GEP), On-site Training, Career and Professional Development non-credit programs, various summer programs and grant activities, etc. sponsored through the CPP Foundation. The College of Professional and Global Education maintains its own registration, program development, IT, marketing, accounting, and financial management services with a full-time staff of approximately 18 employees working on state or foundation funded programs.

DUTIES AND RESPONSIBILITIES

Fiscal Responsibilities

• Responsible for budget administration and analysis for CPGE
• Full responsibility for the independent handling of all salary accounts assigned to the college and all college departments
• Create budget spreadsheets to effectively and transparently document and track salary expenditures
• Responsible for the projection and allocation of funds to all salary accounts in the college, for input of the allocation’s information into the main allocation spreadsheets
• Prepares, inputs, and reconciles 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
• Responsible for continuous reconciliation of all salary accounts for the college and departments
• Serve as resource person on matters related to budget issues in the college and departments; participate with the CPGE leadership team in budget development meetings
• Attend and represent the college at the campus Budget Analyst meetings or other meetings on or off-campus as requested by CPGE leadership
• Budget tracking (expenses, revenue, deposits, purchasing) and reporting for foundation and campus programs/budgets for CPGE
• Preparation and processing of financial documents, posting of financial transactions
• Maintain secure, accurate, and paperless fiscal document retention system for the department
• Prepare monthly and end-of-year budget reconciliations, deferred revenue calculations, and closures

Lead Responsibilities

• Oversee day-to-day staffing and provide lead work direction with accountability for outcomes
• Provide leadership for staff in the college and support for staff in the departments
• Provide guidance on work outcomes and methods
• Arrange training
• Anticipate needs of the office and schedule accordingly
• Make decisions on staffing issues and concerns
• Serve as liaison between staff and CPGE leadership
• Lead for student assistants-assist with posting of vacant positions for the department, review applications, interview, and recommend students to hire
• Train and serve as lead for job allocation and placement
• Determine work schedules to supply coverage when and where needed, determine priorities and allocate job assignments, prepare evaluations and recommend salary increases

Miscellaneous Duties

• Be a proficient user of Peoplesoft, Tableau, OnBase, Destiny One and all CPGE or CPP software solutions. Provide suggestions for improved efficiency in CPGE business processes. Assist with setting up e-signatures for faculty contracts
• Grants - 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
• Coordinate and actively participate in special projects as requested by CPGE leadership to support CPGE business needs from a fiscal or budgetary perspective.

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
• Four (4) years of related experience.

Thorough knowledge of and ability to apply extensive expertise to complex programs and/or administrative specialties, including pertinent laws and regulations; demonstrated expertise in and advanced knowledge of the principles, problems, and methods of public and business administration and operational and fiscal management; expertise in administrative survey techniques, operations and systems analysis, statistical and research methods, and the ability to interpret and evaluate results to develop sound conclusions and recommend new or revised policies. Ability to understand problems from a broad, interactive perspective and discern applicable underlying principles to conceive of and develop strategic solutions; ability to work with representatives from public and private entities and handle potentially sensitive situations; demonstrated consultative skills in working with internal and external constituent groups; ability to effectively present ideas and concepts in written or presentation format and use consultative and facilitation skills to gain consensus; ability to train others on new skills and procedures and provide lead work direction.

Preferred Qualifications

• Demonstrated expertise in PeopleSoft financials and student systems, CSU budget, and accounting policies and procedures.
• Substantial insight into the interpretation and reasoning behind policies and procedures; knowledge of faculty, staff, and MPP positions and types of appointments.
• Strong background with experience in auditing, reconciliation, deferred revenue, reasonable testing, 1098-T processing, and budget development, tracking and reporting for multiple types of budgets.
• Professional, pleasant and positive attitude, dependable, high level of accuracy and efficiency, ability to manage multiple tasks to meet each deadline and strong problem solving skills.
• Strong organizational, communication (verbal and written), time management, and customer service skills required.
• Prior experience with effectively leading a team to meet the designated goals, training of staff and demonstrated implementation of improved documented business processes
• Must be able to learn and implement new software into business processes timely.
• Knowledgeable and competent with GAAP accounting practices.
• Advanced Excel experience with thorough knowledge of pivot tables.
• Master's Degree in accounting, business or operations related field preferred.

COVID-19 Vaccination

Individuals who access in-person on- or off-campus University programs or activities are strongly recommended to follow the COVID-19 vaccine recommendations adopted by the U.S. Centers for Disease Control and Prevention and the California Department of Public Health and to follow any campus safety measures that may be recommended or required by Cal Poly Pomona to decrease the likelihood of COVID-19 transmission or illness and allow the core mission and activities of the campus to continue.  The complete text of the policy may be viewed at COVID-19 Vaccinations and Other Safety Measures . 

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. See policy at https://calstate.policystat.com/v2/policy/10899725/latest/ . 

Background Check

Cal Poly Pomona will make a conditional offer of employment, 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 criminal conviction history, considering such factors 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. See policy at https://www.cpp.edu/eoda/employee-labor//documents/employment-policies/hr2017-17.pdf .  

I-9

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.  See Form I-9 Acceptable Documents at https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents .

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/ .

Smoking

Cal Poly Pomona is a smoke and tobacco-free campus.  See policy at  https://calstate.policystat.com/policy/6591951/latest/ . 

Clery Act

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), the Cal Poly Pomona Annual Security and Fire Safety Report is available at: https://www.cpp.edu/campus-safety-plan.shtml .

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 . More information is available at: https://www.cpp.edu/eoda/employee-labor//access-accommodations/index.shtml .

EEO

Cal Poly Pomona is an Equal Opportunity Employer. The university subscribes to the pay transparency nondiscrimination provision and 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 covered veteran status. More information is available at: https://www.dol.gov/sites/dolgov/files/OFCCP/pdf/pay-transp_%20English_formattedESQA508c.pdf and at https://www.cpp.edu/eoda/employee-labor/documents/aa-eeo-doc/policy-statement_2022-aap-for-california-state-polytechnic-university-pomona_confidential_20220127.pdf .