Office of the President
Administrative Analyst/Specialist - Exempt II
RESPONSIBILITIES & DUTIES:
Budget Planning and Financial Analysis: Leads the development, administration, and evaluation of the OTP division’s annual budget and multi-year financial planning. Works with unit leaders to develop budgets aligned with divisional priorities and analyzes expenditures, commitments, and anticipated needs to prepare projections, identify risks, evaluate funding alternatives, and recommend resource-allocation strategies. Develops financial models and scenario analyses to assess the budget implications of proposed initiatives, staffing, events, contracts, and other commitments. Prepares financial reports, data visualizations, and the division’s year-end budget submission to support executive decision-making.
Fund Administration, Internal Controls, and Compliance: Oversees the administration of state, trust, Foundation, and other divisional funds. Monitors fund activity, balances, commitments, and allowable uses; identifies compliance or resource concerns; and works with unit leaders and campus partners to resolve complex issues. Develops and maintains internal controls, reconciliation and documentation standards, and year-end processes. Reviews financial activity for accuracy and alignment with approved priorities, responds to audit and information requests, supports grant and interagency transfers, and coordinates OTP Delegation of Signature Authority documentation.
Financial Administration and Consultation: Serves as the division’s primary liaison to campus administrative units on financial and operational matters. Advises OTP unit leaders on budget planning, resource allocation, financial procedures, and implementation requirements, and communicates relevant deadlines and guidance. Oversees and, as appropriate, performs complex financial transactions, including transfers, journal entries, requisitions, purchasing, reconciliations, reimbursements, and year-end adjustments. Maintains divisional accounting information, administers ProCard records and purchasing limits, serves as Petty Cash Custodian, and uses University financial and reporting systems to fulfill these responsibilities.
Operational Analysis and Process Improvement: Leads the analysis, design, implementation, and evaluation of divisional administrative systems and operational processes. Identifies inefficiencies, risks, and opportunities for greater consistency and develops or recommends revised procedures, controls, tools, and workflows. Independently determines methods when established procedures are insufficient, coordinates implementation across affected units, evaluates results, and adjusts approaches as needed. Interprets University and CSU requirements and assesses their operational impact on the division.
Project Leadership and Executive Decision Support: Leads complex budgetary and operational projects on behalf of the Chief of Staff and OTP leadership. Defines objectives, methods, and timelines; coordinates participating units; analyzes issues and options; monitors implementation; and is accountable for results. Supports presidential priorities, special initiatives, organizational changes, and high-visibility events by assessing resource and implementation needs, identifying obstacles, and recommending solutions. Develops management reports and tools that clearly communicate budget and operational performance.
Divisional Operations: Maintains essential divisional operations and records, including OTP procedures, organizational charts, webpages, office and technology inventories, emergency information, memberships, and subscriptions. Coordinates administrative support for Institutional Research, IT and facilities requests, key access, and student recognition activities. Serves as Building Marshal and supports the financial and operational components of OTP events and campuswide initiatives. Performs other related duties as assigned.
REQUIREMENTS OF POSITION:
Education: A bachelor’s degree is required. A degree in business administration, public administration, finance, accounting, or a related field is preferred.
Experience: At least four years of progressively responsible professional experience performing administrative, operational, and logistical functions, including budget development, financial or operational analysis, administrative systems, program administration, or process improvement preferred. Experience working in higher education, government, or a similarly complex public-sector environment is strongly preferred.
Other Knowledge/Skills: Requires thorough knowledge of budget development, financial analysis, fund administration, operational planning, and internal administrative controls. Must demonstrate the ability to analyze complex financial and operational information; identify trends, risks, and organizational implications; develop sound conclusions; and recommend appropriate courses of action. Must be able to independently determine methods, establish priorities, manage complex projects, and remain accountable for results under general direction. Requires the ability to interpret and apply policies, procedures, laws, and regulations; develop or recommend new and revised administrative procedures; and address issues for which established precedents may be incomplete. Must possess strong consultative, facilitation, interpersonal, written communication, and presentation skills, including the ability to explain complex information to varied audiences and develop consensus across organizational units. Must exercise sound judgment and discretion in handling confidential or sensitive information and situations. Requires advanced proficiency with spreadsheets, financial-management systems, reporting tools, and data visualization; experience with PeopleSoft, enterprise financial systems, data warehouses, or comparable systems is preferred. Must establish and maintain effective working relationships with constituents from diverse backgrounds and represent the OTP with integrity and professionalism. Some travel may be required. The general schedule is Monday through Friday, 8:00 a.m. to 5:00 p.m.; evening and weekend hours may be required with advance notice when possible.
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.
Please note: California State University, Channel Islands (CSUCI) is not currently sponsoring staff or management positions for H-1B employment visas. Applicants must be authorized to work for any employer in the United States.
Education Code 89521 Requirements: Applicants will be required to disclose whether they have received a final administrative decision or final judicial decision determining that they have committed sexual harassment within the last 7 years only after a determination is made that they meet the minimum qualifications for the position, and before an offer of employment is extended. Applicants who reach the final stages of the application process must also sign a release form that authorizes the release of information by the applicant’s current and/or former employers to the CSU concerning any substantiated allegations of misconduct.
Hiring Salary: $6,274 - $7,066 per month
