Financial and Operations Specialist, APIFD
Job no: 529156
Work type: Staff
Location: Chancellor's Office
Categories: Unit 9 - CSUEU - Technical Support Services, Administrative, Probationary, Full Time
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 Financial and Operations Specialist, Academic Preparation, Innovation and Faculty Development (APIFD). 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 salary range for this classification is $5,022 to $9,083 per month.
The anticipated salary hiring range is up to $6,250 per month, commensurate with qualifications and experience.
Classification
Administrative Analyst/Specialist – Exempt II
Position Information
The California State University, Office of the Chancellor, is seeking a Financial and Operations Specialist, APIFD to provide strategic recommendations and insights to maximize department resources and supports administrative operations of the department. This position leads, coordinates, administers, and analyzes the fiscal and budgetary policies and procedures for all managed budgets within Academic Preparation, Innovation & Faculty Programs (APIFD with varying complex fund sources and constraints). This position is responsible for ensuring that all transactions follow CSUCO, state, federal, and private grantor fiscal policies, practices, and procedures. The incumbent also acts as a financial thought-partner with department colleagues leading programmatic work. The incumbent independently monitors expenditures; identifies and rectifies processing errors; reconciles budget journal activities ensures accurate expenditure of funds; and leads the annual budget request and allocation processes. The incumbent also serves as the administrative specialist for human resources policies and procedures for the department.
Responsibilities
Under the general direction of the Associate Vice Chancellor, Academic and Faculty Programs, the Financial and Operations Specialist, APIFD will perform duties as outlined below:
Budget Management and Fiscal Practices – 60%

• Manage the overall APIFD budget and ensure departments compliance with all applicable CSU and CSUCO policies and procedures, and provisions of funding sources.

• Lead, coordinate, administer, analyze, and monitor all financial and business-related transactions for APIFD and reporting departments across funding sources.

• Monitor financial and business-related transactions for APIFD support departments as needed including Academic Technology Service and the California Doctoral Incentive Program.

• Advise AVC and other department administration on financial strategy and planning.

• Work with department and division administration on grant proposal preparation.

-Plan, organize, and manage multiple activities associated with pre- and post-award fiscal administration to ensure compliance with grant requirements and CSU policies.

• Administer and track allocations, proposal requests, contracts, purchase orders, invoices, procurement credit card, travel and other documentation required for proper fund expenditure and accounting.

• Coordinate, administer and analyze funding distributed to CSU campuses for professional and program development.

• Review and analyze financial reports and reconcile financial transactions for APIFD accounts using Peoplesoft Financial system.

• Reconcile accounts on a monthly basis and make appropriate corrections to ensure that the budgets are accurate and that expenditures are in compliance with fund sources' policies, GAAP, laws, regulations, and restrictions of funds. Address issues of concern as needed.

• Communicate regularly with the Director of Operations, Academic and Student Affairs, and Business and Finance to ensure departments are in compliance with financial transaction policies and procedures.

• Determine appropriate and effective methods/approaches to executing financial matters based on an analysis of existing policies, procedures, and regulations.

• Prepare data and/or reports on fiscal matters for various agencies (Division, Chancellor's Office, Grantors, other CSU stakeholders as needed).

• Develop policies, forms, trainings and onboarding for department staff and grant PIs regarding fiscal management and accounting.

• Develop knowledge of all provisions, laws, and policies of departmental funding sources (including attending CO trainings and disseminating as needed).

• Coordinate, plan, and develop the budget process for departments, including annual budget requests, projections, and various budget analysis. Work with the Director of Operations on the preparation of the annual budget request process and submittal of quarterly budget and fiscal-year end projection reports.

• Manage the fiscal operations and act as secondary Delegation of Authority (DOA) for all department financial transactions.

Departmental Operations – 20%

• Serve as the lead resource point person and provide guidance to APIFD management and reporting departments on CO fiscal, HR, and operational processes and policy.

• Provide day-to-day support to department managers by analyzing and research methodologies to streamline efforts and improve day-to-day operational procedures and needs. Maintain excellent customer service practices.

• Enhance department communication through sharing and documentations of office procedures.

• Develop, establish, and lead APIFD procedures and systems for office personnel, including but not limited to electronic filing of financial and HR documents.

• Work collaboratively with ASA Director of Operations on space management for APIFD and work with CO partners to ensure adequate technology and tools are in place.

• Maintain inventory of technical equipment and conduct regular audits.

• As needed, train and lead student assistant(s) work to ensure processes and policies are applied. Apprise supervisor of any complex issues with recommendations for a resolve.

Human Resources Processes – 15%

• Assist APIFD departments with the preparation of personnel documents, review them for accuracy and compliance with CO processes and procedures.

• Coordinate and process HR-related paperwork for recruitment, separation, special consultant renewal and reclassification documents and maintain personnel files.

• Conduct and process labor cost distribution and staffing cost analysis.

• Maintain all personnel transactions for APIFD, including preparation of personnel transaction forms as needed and requested according to Division and CSU personnel policies and procedures.

• Coordinate and prepare documentation for engagement of CSU campus faculty and staff in additional services and/or buyout.

Other duties as assigned – 5%

• Provide general assistance to division staff as needed for the effective and efficient operation of APIFD Serve as backup to other areas as assigned and or administrative staff as directed.

• Provide general assistance with other department projects and support programs staff as directed.

Qualifications
This position requires:

• A Bachelor's degree from an accredited four-year university or equivalent combination of education and related experience is required to include a minimum of 4 years progressively responsible budgetary and administrative work experience involving study, analysis, and or evaluation leading to the development or improvement of administrative policies, procedures, practices, and programs.

• Professional budget experience required, including budget development, budget preparation and reconciliation, financial analysis, or related experience.

• Excellent administrative management skills required.

• Excellent written and verbal communication skills and effective interpersonal skills required.

• Proficiency with computer applications including Microsoft Office is required.

Preferred Qualifications

• Expertise with state and CSUCO fiscal policies, practices and procedures.

• Experience in managing federal, private, and state grants (preferred).

• Advance knowledge in Peoplesoft systems.

• Experience with working effectively with a diverse group of individuals and a multi-cultural environment (faculty, students, funders, administrators, program officers, CSU stakeholders).

• Demonstrated skill in assisting and speaking with persons of various ages, socio-economic, cultural and /or education backgrounds.

• Excellent organizational skills in a multi-tasking environment; excellent attention to detail.

• Ability to handle multiple tasks simultaneously and ability to prioritize tasks to ensure completion in a timely manner to meet deadlines.

• Ability to take initiative and independently plan, coordinate, and perform work in various situations, demonstrate flexibility and reliability where numerous and diverse demands are involved.

• Ability to exercise sound and professional judgement to determine treatment of exceptional circumstances and be able to make recommendations as appropriate.

• Ability to present information clearly and effectively, respond to inquiries from staff on a variety of policies and procedures, and determine the most appropriate method or approach to address a fiscal or administrative manner.

• Ability to work effectively and productively as part of a team through close collaboration with colleagues, build and maintain cooperative working relationships, and maintain a positive and respectful attitude.

• Ability to provide excellent customer service to the University community, vendors, and stakeholders, and doing so in a polite and timely fashion.

• Ability to use a broad range of technology, systems, and software applications.

• Work independently, but willing to take directions and ask questions.

• Ability to address sensitive issues and push them through to resolution.

• Ability to exercise sound judgment and handle confidential matters with tact and diplomacy, and to maintain confidentiality of information as needed or to protect the rights of individuals or the University.

• Strong analysis and problem-solving skills.

• Independent evaluation and determination of workload priorities.

• Experience in managing federal, private, and state grants (preferred).

• General knowledge of governmental, non-profit, and GAAP and regulations, laws, and rules (preferred).

Application Period
Priority consideration will be given to candidates who apply by July 19, 2023. 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.
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.
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.
Advertised: June 20, 2023 (2:30 PM) Pacific Daylight Time
Applications close: Open until filled
To apply: https://cojobs.calstate.edu/co/en-us/job/529156/financial-and-operations-specialist-apifd
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