SEAS Operations & Budget Coordinator

at  California State University

Job no: 545528
Work type: Staff
Location: East Bay
Categories: Unit 9 - CSUEU - Technical Support Services, Administrative, Probationary, Full Time

MINIMUM QUALIFICATIONS

• A Bachelor’s degree and/or 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.
• General knowledge and skills in the applicable administrative and/or program field with a foundational knowledge of public administration principles, practices, and methods.

PREFERRED SKILLS AND KNOWLEDGE

• A Master’s degree.
• Three (3) years of progressively responsible experience overseeing, analyzing and maintaining a budget.
• Knowledge and skills in the analysis, development, implementation and evaluation of staff and support programs.
• Knowledge of various learning styles as well as cultural identities and differences.
• Strong interpersonal skills - ability to work effectively in a diverse campus community, specifically with students from diverse ethnic, socioeconomic and educational backgrounds
• Ability to understand the academic year and processing cycles that affect workflow of the department and various advising centers.
• Ability to review and verify complex records and detailed information for compliance with CSU requirements, federal and state guidelines and interpret information from a variety of institutions.
• Ability to determine proper techniques and actions to utilize while engaged with individuals behaving in an argumentative or sensitive manner.
• Ability to be solutions oriented.
• Ability to oversee projects and provide lead work direction and guidance to students and professional staff.
• Ability to build, manage and report a budget.
• Ability to direct training programs for professional and student staff.
• Effective oral and written communication skills.
• Strong analytical and organizational skills.
• Current, valid California Driver’s License as well as access to personal transportation (travel reimbursed per State schedule).

Administrative Program Support: Responsible for the coordination of operations for the entire Student Equity and Success programs. Develop and implement procedures, programs and services to ensure that the programs function effectively and efficiently.

• Provide leadership for the SEAS programs to ensure services are provided and projects are completed in a timely manner.
• Inform the Director of SEAS of various situations having an impact on its programs.
• Facilitate on-boarding for new staff, inclusive of orientation presentation, paperwork and review of policies.
• Provide training to staff and students on program implementation and budget development
• Anticipate problems and address them proactively, working with the appropriate administrators as needed.
• Maintain confidential files - organize and maintain administrative and personnel files.
• Develop and implement operational/departmental policies.
• Participate in executive planning and development activities, as required.
• Conduct independent determination of methods to accomplish programmatic or executive goals.
• Provide leadership and guidance in creating and maintaining a professional and student friendly environment.
• Provide quarterly and annual reports that assess and evaluate programs and services.
• Act as liaison to departments or agencies, on and off campus, to gather information, make/monitor arrangements, or resolve problems. Such departments include, but are not limited to: Payroll, Human Resources, Financial Aid, Accounting, Budget, Admissions, Records, Receiving, Facilities Management, Purchasing, Copy Center, Academic Departments and Administrative Offices.

Leadership and Personnel: Responsible for maintenance of personnel functions and providing lead guidance to administrative and program support staff.

• Provide lead work direction for the Administrative Units of SEAS.
• Oversee the recruitment, hiring and selection process for programs and departments within the Student Equity and Success cohort.
• Develop, implement and maintain a student assistant leadership development program.
• Organize and process new hire packets for the department hires and coordinate onboarding and training.
• Responsible for planning, organizing, and directing workflow to ensure an effective and productive operation.
• Work with the MPP administrator to evaluate and provide feedback on employee performance, as appropriate.
• Delegate appropriate tasks and responsibilities.
• Intercede should administrative personnel issues arise, referring the situation to the appropriate administrator.
• Make administrative decisions in consultation with program directors.
• Monitor and ensure staff compliance with policy, procedures, and standards.
• Maintain current knowledge of PeopleSoft Human Resources System.
• Manage the payroll and timekeeping process for the department.

Budget: Maintain department budget: Monitor budget expenditures from numerous department accounts, General Fund, and special grants; including the budgets within the Student Equity and Success cohort. Develop and maintain a budget and inventory control system and keep the Associate Vice President and other administrative staff informed of allocations/expenditures.

• Provide oversight and management of all program budgets within SEAS and AVP cluster.
• Serve as the point person regarding all communication and delivery of budget information between the budget office and division.
• Provide budget planning, management and analysis training to budget leads within SEAS.
• Analyze, review and deliver independent budget recommendations to the Associate Vice President.
• Present future budget projections to the Executive Director.
• Ensure that all accounts within SEAS reconcile income and expenditures for all (General Fund and grants).
• Develop and present reports, text material to summarize, and justify budget expenditures.
• Provide oversight in the processing of Staff Action Forms (e-SAF) and Student Employment Action Forms (SEAF).
• Develop and present quarterly reports to the Associate Vice President.
• Maintain current knowledge of PeopleSoft Financial System.

Other Duties:

• Serve on various university committees as a representative of the department.
• Represent the department through attendance at campus events, membership in campus organizations, and involvement in event planning committees.
• Other duties as assigned.