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California State University-San Bernardino · 18 hours ago

Administrative Analyst Specialist (Administrative Analyst Specialist - Information Technology Services - Office of the Chief Information Officer)

San Bernardino, CA

Contract

Onsite

Mid, Senior Level

$5,537/mo - $10,014/mo

4+ years exp

California State University-San Bernardino is seeking an Administrative Analyst Specialist to provide financial leadership for ITS by managing complex budget operations and conducting advanced financial analysis. The role involves advising executives on fiscal policy and resource allocation while ensuring compliance and transparency in financial operations.

Higher EducationProfessional Services

No H1B

Responsibilities

Lead budget development, forecasting, and long-range financial planning. Interpret fiscal trends to provide strategic recommendations to leadership. Monitor fiscal controls to ensure integrity and compliance with CSU policies

Provides consultative budget service to campus constituents to resolve issues, reviewing and processing budget requests (i.e., invoice, contract and PO inquiry, fund transfer, allocation orders, work order charges, etc.), research discrepancies, and share information on financial and budget issues

Utilizes integrated financial systems and records management systems, resource management, service management, and project management software to create reports, track new and recurring purchase orders, software renewals, contracts, change orders, and payments

Budget administration for maintenance agreements, software renewals, purchasing general supplies and other expenses as Budget and Financial Support

Monitors budget performance on a weekly and monthly basis, keeping transactions current and maintaining data integrity. Contributes to budget summary reports by completing financial analysis. Prepare and submit monthly reconciliation reports; provide updated budget information to leadership as requested

Conducts extensive financial data compilation, querying, organizing, and analyzing large volumes of financial data

Strong attention to detail and accuracy. Monitors and analyzes budget performance, identifying and addressing budgetary issues. Verify requisitions, purchase orders, charge backs, and all other financial transactions; validate information and highlight discrepancies

Conducts basic analysis to support the preparation of expenditure transfers; correct posting errors and budget journals to perform ongoing budgetary control of appropriations

Strong communication and interpersonal skills to effectively present information and ideas and advise managers, staff, and faculty regarding budgeting policies and procedures. Communicate budget status to leadership and project managers

Learn financial systems to prepare billings as appropriate, i.e., invoices, project transfer requests, journal voucher, in accordance with CSU and campus policies

Ability to work independently and as part of a team and build relationships with diverse stakeholders. Collaborate with Accounting, Procurement, and Accounts Payable to share fiscal information on current and upcoming projects

In-depth knowledge of budgeting best practices, university guidelines, and standard operating procedures to maintain financial accountability for ITS budgets and expenditures in accordance with Executive Orders, State University Administrative Manual, and relevant agreements

Collaborate with University Accounting to ensure adequate funding is available prior to approving payment of large invoices

Participate in Fiscal Year-End close out procedures and activities. Prepare monthly and year-end closing journal entries, including systemwide transactions

Serve as fiscal strategist for VETI, aligning funding with institutional priorities. Design and implement financial models, evaluate program performance, and deliver executive-level reports that guide decision-making

Provide consultative budget service to campus constituents and serve as the accounting contact for Vital and Expanded Technologies Initiative (VETI)

Coordinate the availability and appropriate usage of Student Success Initiative (SSI) funds for VETI projects

Maintain, track, record, and monitor budgets and expenditures to ensure proper recording of transactions and reporting of available funding for expenditures

Analyzes financial data, historical trends, and performance metrics to forecast revenue, expenses, and resource allocation for multiple departments and programs. Reconcile funding, expenditures, and ensure data integrity

Create procedure, business process flows, communications, and make recommendations for process improvements. Document budget processes and updates websites

Consults with and advises stakeholders on fiscal organization, fiscal procedures, and related problems. Research, analyze, and locate findings, makes recommendations to management involving complex budget and financial issues

Prepares financial data, reports, and correspondence to summarize, analyze, and justify VETI program

Processes invoices, requisitions, and pay applications; verifies project, PO, agreement, or contract; verifies funding source and funds availability; secures approvals and processes for payment

Lead ITS administrative support staff in day-to-day support of fiscal budget analysis, account administration, financial tracking, procurement, chargeback, and cost recovery

Partner with ITS leadership team to resolve unusual, sensitive, or critical situations; anticipate and propose solutions to challenges

Assess impact of proposed solutions; adjust to achieve optimal results. Apply conflict resolution skill to resolve disputes

Utilize judgement and knowledge to make decisions during routine and uncommon lead service support

Utilize persuasion and negotiation skill to build and sustain team consensus and to influence organizational direction

Schedule, assign tasks, and assist in prioritizing work amongst administrative staff as needed; communicate procedures, deadlines, etc to administrative staff

Participate in selection of personnel and provide feedback to performance evaluations

Foster and display behavior and attitude that supports a safe, inclusive, and respectful work environment

Serve on department and/or university committees as needed

Provide backup administrative support for the Office of the Chief Information Officer as needed and to oversee the day-to-day operation during the absence of the Executive Assistant to the CIO

Provide backup administrative support for the CIO as needed, such as calendaring, scheduling, creating agenda and meeting minutes

Create and monitor personnel expenditure models, conduct fiscal impact analyses of staffing decisions, and provide executive reports to support workforce planning

Track all temporary positions and coordinate with ITS managers to ensure that proper procedures and timeline are followed, research on campus policies and bargaining agreements as needed

Qualification

Budget administrationFinancial analysisFiscal managementConsultative skillsAdvanced knowledge of lawsStatistical methodsMicrosoft Office SuitePeopleSoftInterpersonal skillsCommunication skillsOrganizational skillsProblem-solving skillsTeamwork

Required

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, PLUS four 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

Preferred

Master of Business Administration, Certified Public Accountant

Experience in managing fiscal resources and working in a fiscal capacity within an integrated and complex agency

Administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs in the specialty of budget administration

Fluency in standard office software such as the Microsoft Office suite and ability to use a broader range of technology, systems, and databases

Excellent organizational and business math skills; ability to use multi-line telephone; desktop computer; photocopier; scanner; facsimile machine; general office tools

Excellent oral and written communication skill

Ability to administer aspects of accounting, procurement, and contracting; including the ability to research, strategize, analyze, develop, evaluate, and execute contract administration methodologies

Ability to provide lead direction; establish and maintain effective working relationships and serve as a liaison for ITS; effectively oversee a broad range of interpersonal contacts, including those at prominent level and sensitive in nature

Ability to exercise independent judgment in responding to questions and inquiries related to various funding sources, utilizing sound judgment which can deviate from established policies

Ability to take initiative and independently plan, organize, coordinate, and perform work in various situations and competing demands

Ability to work independently or with a team to review and/or develop internal processes; proactively prevent problems and effectively problem solve

Ability to manage a high volume of transactions accurately and systematically with administrative detail

Ability to develop practical solutions while utilizing professional judgment and active problem-solving

Ability to interpret, organize, and present information with relevant concepts in written or presentation form. draft and compose correspondence and standard reports

Knowledge of Generally Accepted Accounting Principles (GAAP)

Working knowledge of CSU and CSUSB policies and procedures as well as outside regulations pertaining to the applicable program and/or administrative specialty

Experience in utilizing resource, asset, database, and software systems such as PeopleSoft, and Cherwell

Expertise in investigating and analyzing problems with a broad administrative impact and implications. Ability to anticipate problems and address them proactively

Working knowledge of and ability to apply standard theories, principles, practices, and techniques applicable to the program and/or administrative specialty to develop conclusions and make recommendations