Office of the President
Administrative Analyst/Specialist - Exempt II
RESPONSIBILITIES & DUTIES:
Reporting: Independently prepares reports, analyses, and assigned projects for the SRIRS. Assists in the design, implementation, and training of budget-related reporting and forms. Assists in preparation of decision-making materials for the Director, SRIRS. Develops and maintains the SRIRS’s annual planning calendar in conjunction with the institutional calendar. Prepares management reports and analyses in various formats including narrative writing and graphics for various presentations. Prepares grant-specific financial reports per required intervals for invoicing and drawdown requests. Budget: Independently develops, maintains, and improves forecasting and budget models to track key cost drivers. Independently researches and analyzes key financial functions within the SRIRS as directed by the Director; reviews financial plans, budget proposals, proforma, and other financial material for viability, thoroughness, and accuracy as directed. Performs technical budget analysis functions required to allocate and manage the SRIRS's various budgets, grants and funds. Analyzes reports for propriety of revenue and expenses, trends, and projections and presents findings to the Director. Evaluates and recommends changes in SRIRS's financial planning, fiscal operations, procedures, and practices. Assists with assessing, formulating, and evaluating the impact of recommended or implemented fiscal practices and is a key contributor in the SRIRS's planning and development activities. Troubleshoots complex budget issues, conferring with relevant staff as needed. Analyzes and resolves divisional budget discrepancies and variances. Assists the Director, SRIRS in providing direction and leadership to SRIRS staff with respect to budgetary matters. Fills in at various committees, taskforce, and working groups that require administrative or fiscal expertise to represent the SRIRS on financial matters. Supports all aspects of the SRIRS in the budget process, providing guidance, as directed by the Director, SRIRS on budget management across all funds. Connects decision makers with data in support of their leadership role. Administrative Support: Independently prepares and processes budget transfers, journal entries, payroll expenditure adjustments, and procurement submissions, which will include supporting documentation and tracking. Assists the Director in the preparation and submission of Human Resources forms/documentation and annual budget requests, including conducting analyses to support budget line items. Attends meetings, and at times presents as a subject matter expert at the direction of the Director, SRIRS. Works closely with relevant staff and administrators in the Office of the President, University Advancement, and Business and Financial Affairs to ensure best practices and financial controls are in place. IRA Block Funding Award Administration: In coordination with the Director, SRIRS and the Budget Analyst for Academic Budget and Planning, tracks post-award financials for IRA block-funding to identify cost-savings, overspending, and unapproved expenditures. Works with the Director to evaluate IRA block funding applications, suggestions for funding awards, and pre-award processes. Ensures all applications meet criteria of IRA funding and SRIRS mission. Reconciles and completes quarterly reconciliation reports, forecasts mid-year and year-end account balances, and specifically identifies expense coding, cost-savings, and spending overage. Island Travel: In collaboration with other SRIRS staff, coordinates boat transportation for SRIRS staff, IRA funded trips, and all CI visitors to the SRIRS. Tracks reservations within existing user database spreadsheet, SharePoint, and other platforms relevant across campus which includes processing/routing monthly invoices, JETs for user fees, and tracking grant related travel expenses. Includes other related duties as assigned by the Director, due to the nature of the program simultaneously operating in multiple locations and on varying schedules.
REQUIREMENTS OF POSITION:
Education: Equivalent to a bachelor’s degree in finance, business administration, accounting, or a closely related field.
Experience: Three years of progressively responsible analytical experience including two years performing work involving the preparation, justification, and analysis, or the control and administration of a complex budget or budgetary program with varied fund sources. May substitute the equivalent combination of education and experience (seven years in total) which provides the required knowledge and abilities. Experience working in an academic setting preferred.
Other Knowledge/Abilities: Strong budgetary, records management, analytic, and organizational skills. Must have experience with budget planning, analysis, implementation, and management. Knowledge of strategic planning and assessment. Excellent communication and interpersonal skills, with a history of effectively working both within a team and with others. Must be a highly motivated self-starter with the ability to work with minimal supervision. Excellent computer and analytical skills, including advanced proficiency with current word processing and spreadsheet software programs, web browsers, query tools, integrated financial systems, and other types of records management systems which includes thorough knowledge of English grammar, spelling, and punctuation, office methods, and proficiency in Microsoft Office especially Word, Excel, PowerPoint, and Outlook. Experience with financial accounting programs such as PeopleSoft and Hyperion software preferred. Must have the ability to interpret and apply a variety of complex policies and procedures and use effective problem solving and good interpersonal skills. Ability to handle multiple tasks simultaneously and set priorities and meet deadlines. Ability to draft and prepare clear and accurate memoranda and correspondence and learn new office technology systems and software packages. Impeccable track record for ethics and integrity. Accuracy and attention to detail in all facets of the job is paramount.
A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with the CSU. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current CSU employees who apply for the position.
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 Revised July 21, 2017 as a condition of employment.
Hiring Range: $5,537 - $5,833 per month
