Job Details

Administrative and Budget Analyst (Administrative Analyst/Specialist Non-Exempt), Temporary
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Position Number: 1588610
Location: Rohnert Park, CA
Position Type: Academic Vice Presidents and Provosts

Administrative and Budget Analyst (Administrative Analyst/Specialist Non-Exempt), Temporary
Sonoma State University

Job ID: 104903
Location: Sonoma State University (Rohnert Park, CA)
Full/Part Time: Full-Time
Regular/Temporary: Temporary

Department Name
Office of VP Student Affairs

Salary and Benefits
The anticipated starting salary placement depends on qualifications, experience and salary budget, and will not exceed $3,863 a month.

This position is eligible for a broad range of benefits, including medical, dental, vision, life and disability insurances, retirement (CalPERS), tuition waiver, vacation and sick leave. In addition, 14 paid holidays are offered each year; 13 scheduled on specific days and a Personal Holiday that may be taken any time during the year.

A comprehensive benefits summary for this position is available online by clicking the View Benefits Summary link or by request from SSU Human Resources.

Application Deadline
This position is open until filled. For full consideration, please submit application, along with cover letter and resume, by 8am on September 5. Please refer to the Application Process section of this posting for additional details.

Conditions of Employment
This is a full time, temporary, non-exempt position. Reappointment to this position is dependent upon the individual's performance as well as administrative and budgetary considerations. The university reserves the right to terminate this appointment earlier than the scheduled expiration date.

Responsibilities
Sonoma State University is committed to achieving excellence through teaching, scholarship, learning and inclusion. In line with our Strategic Plan and our Seawolf Commitment, our values include diversity, sustainability, community engagement, respect, responsibility, excellence and integrity. We strive to cultivate a community in which a diverse population can learn and work in an atmosphere of civility and respect. We encourage innovation, experimentation and creativity, as well as contributions to equity and inclusion, in the pursuit of excellence for all members of our university community.

Reporting to and under general supervision of the Director of Administrative and Financial Planning, with additional lead work direction from the Vice President and other members of the Office of the Vice President for Student Affairs and the Division's Executive Leadership Team, the Administrative and Budget Analyst performs a variety of administrative, technical and analytical duties of limited to moderate complexity that relate to the day-to-day operations and procedures in support of the Office of the Vice President for Student Affairs. The incumbent is responsible for completing work assignments, projects, and meeting established deadlines. The incumbent is expected to use independent judgement to make decisions, interpret and apply department, division, campus and system-wide policies and procedures, perform research when needed, prepare and analyze budgetary and other financial reports, provide support documentation and provide general office assistance in support of the office and for committee meetings. In addition, the incumbent is part of a high-functioning team that brainstorms frequently and positively challenges each other to improve the office and help advance the institution in initiatives that lead to organizational improvement, greater efficiency and ultimately providing greater support to the division and ultimately enhancing the overall student experience.

The incumbent contributes to the completion of broad, complex and highly visible University projects and goals, often representing the Office of the Vice President in key areas, and is expected to represent the office and the position with the highest integrity and in a professional, positive, respectful, service-oriented manner at all times . Contacts involve interaction with all levels inside and outside the University, and will include regular handling of sensitive and confidential information.

The incumbent is responsible for applying independent judgement to plan, organize and perform a wide variety of administrative, technical and analytical duties in support of the Office of the Vice President. Major duties of the position include, but are not limited to, the following:

Financial and Budget Duties:
- Researches, organizes and prepares data pertaining to budgetary or financial issues using software tools such as PeopleSoft Finance Query, PO Balance Report, CFS Data Warehouse and PeopleSoft HR, as well as working with Area Heads, University Budget Office and other teams to research issues and find and present solutions;
- Prepares and analyzes a large number of quarterly and monthly budget reports for all areas and departments within the Division of Student Affairs;
- Schedules and participates, as appropriate, in Quarterly budget meetings between Director of Administrative and Financial Planning and Area Heads and the Vice President;
- Initiates, processes and posts budget transactions utilizing appropriate templates and/or systems such as Questica;
- Prepares journal reclasses and gathers appropriate backup documentation using the Data Warehouse, PeopleSoft Finance or PeopleSoft HR systems to transfer funds or make corrections to revenues and expenses;
- Gathers information, prepares other specialized and off-cycle budget reports as needed and as requested;
- Requests new funds, department, class, project and program codes as needed and maintains the Division Chartfield Workbook (excel document) making updates and changes as necessary when new funds, department, accounts, project, program and/or class codes are created;
- Tracks and maintains the Division of Student Affairs one-time funds, ensuring that funds are allocated to the correct chartfield and are allocated in a timely manner and tracking mechanisms are kept up-to-date;
- Assists with Division of Student Affairs financial priority setting and strategic budgeting process by supporting self-support multi-year budget planning as well as assisting with the annual budget calls.

Administrative Duties:
- Assists in routing Personal Action Forms, Recruitment reports, Special Consultant and other hiring paperwork forms for signature and submission to HR;
- Develops and maintains a system for organizing and retaining records for HR transactions;
- Assists in developing and documenting a thorough new-employee on-boarding program and creating PowerPoint presentations for these trainings and, in some cases, facilitates on-boarding trainings;
- Assists in developing and maintaining a Division Business Process Manual and assists with leading business process trainings to Areas and Departments.

Committee, Special Project and other Major Duties:
- Provides administrative support to Instructionally Related Activities (IRA) Committee including, but not limited to: staffing the committee, scheduling meetings, preparing the agendas and sending out meeting announcements one-week prior to the meetings, attending meetings, taking meeting notes, preparing reports, working with the appropriate bodies to obtain annual membership, updating Qualtrics Assessment and new Program Request Forms, tracking annual assessment submissions, preparing documents for funding approval, preparing and distributing award notification letters and trust agreements post approval;
- Designs and maintains web content for the Instructionally Related Activities Committee on the Division of Student Affairs webpage;
- Provides support to the Vice President and other management in the Office of the Vice President on special projects, as needed;
- Provides back up to staff in the department, as needed to support the operation of the Office of the Vice President and Division of Student Affairs to ensure that the office is always covered;
- Provides high level of general office support including setting up and maintaining office records and files, electronically or in paper; maintaining calendars, scheduling and coordinating meetings and travel; providing drafts and proofs of office correspondence; purchasing in accordance with university-approved guidelines; preparing expense reports; processing invoices, personnel documents, order forms, and other standard paperwork; and responding to phone, email and in-person inquiries.
- As a member of the Vice President's Office, participates in the Vice President's Office Meetings.

Performs other secondary duties as assigned.

Duties take place mostly in an office setting located at Sonoma State University. The normal work schedule is Monday through Friday aligned with regular campus hours. As a non-exempt employee, any request for overtime will be specified and pre-approved by Appropriate Administrator. Overtime, evening and weekend hours may be required and will be specified only by the supervisor to meet operational needs. The incumbent must maintain regular and acceptable attendance at such levels as is determined by the Appropriate Administrator.

Qualifications
This position requires a 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. In addition, this position requires knowledge and demonstrated experience with budget business practices and procedures. Two to four years of progressively responsible experience working in a budget or financial services function preferred. Requires thorough working knowledge of computers and Microsoft Office Suite, including intermediate to advanced skills with Microsoft Office, with strong proficiency in Microsoft Excel. Ability to use a broad range of technology and systems for the capture, maintenance and reporting of key data required. Experience with using PeopleSoft and Common Financial System Data Warehouse preferred. Related experience in public sector and/or higher education highly preferred.

The incumbent should be able to demonstrate working knowledge of basic budgetary and financial methods and demonstrate the ability to research and analyze data from a variety of sources. Ability to learn, interpret, and apply a wide variety of policies and procedures relating to and impacting the division budget. Knowledge of basic methods and procedures for research and statistical analysis and the ability to apply them. Ability to analyze data and make accurate projections using business mathematics and basic statistical techniques. Ability to organize and plan work and projects including handling multiple priorities. Ability to make independent decisions and exercise sound judgment, while serving as a liaison for the department and division. Ability to compile, write, and present budget reports.

Incumbent must possess strong critical thinking skills and must be articulate and able to demonstrate excellent written and oral communication skills. The incumbent must have the ability to compile, write, and present reports; possess a solid foundation in English grammar; demonstrated administrative, financial, and technical skills to support day-to-day operations in the office and division; demonstrated ability to analyze data and develop appropriate solutions or recommendations; strong leadership skills; ability to work independently and as part of a team; ability to learn, interpret, and apply a variety of policies and procedures; and demonstrated ability to maintain accurate records with a high level of attention to detail. Must have the ability to independently handle large, multiple work unit priorities and projects and meet critical and cyclical deadlines in a timely manner. The incumbent must possess working knowledge of general practices, program, and/or administrative specialty; working knowledge of budget policies and procedures; basic knowledge of and ability to apply fundamental concepts; working knowledge of basic methods and procedures for research and statistical analysis and the ability to apply them; ability to perform a variety of administrative, technical and analytical duties of limited to moderate complexity and/or day-to-day administration of a program within an organizational unit under general supervision; and must have the ability to make independent decisions and exercise sound judgment, discretion and initiative in performing a moderate complexity of work.

Must have the ability to effectively communicate with all levels within the university and establish and maintain productive and effective, inclusive working relationships amongst diverse populations including staff, faculty, administration, students, and other internal and external constituents. The incumbent should be courteous and approachable and must possess outstanding customer service skills and the ability to develop and maintain professional interactions, approach individuals in a tactful manner, and treat individuals with respect and consideration. The incumbent must be adaptive and able to adjust to changing projects and priorities in a fast-paced environment, while remaining calm and meeting deadlines. The incumbent must demonstrate the ability to maintain accurate records with a high level of attention to detail and possess strong organizational skills. The incumbent must be able to accept constructive feedback, work cooperatively and resolve conflicts.
Incumbent must demonstrate the ability to maintain the highest standards of integrity and confidentiality.

Qualification Note
Evidence of degree(s) or certificate(s) and/or license(s) required at time of hire.

Application Process
Click the "Apply Now" to apply to this position, materials submitted with your application will not be returned. For questions related to the application process, please reach out to Human Resources (hr@sonoma.edu | 707.664.3100).

Qualified candidates must submit the following to be considered:
1. Cover Letter and Resume - application system only allows one document to be uploaded, so cover letter and resume must be included in the same MS Word or PDF file (file name should not contain any spaces or special characters)

In your cover letter, please identify the three most important qualities and/or skills you would bring to support you in this role.

2. Online Employment Application (complete entire application, resume/cover letter will not substitute for any part of the application)

A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current employees who apply for this position.

The ADA Coordinator is available at 707.664.2664, to assist individuals with disabilities in need of accommodation during the hiring process.

Other Information
Equal Employment Opportunity: The University is an Affirmative Action/Equal Opportunity Employer. We consider qualified applicants for employment without regard to race, religion, color, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, genetic information, medical condition, disability, marital status, or protected veteran status.

Mandated Reporting: This position may be 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 as a condition of employment.

About Sonoma State University
Sonoma State University, located 48 miles north of San Francisco, is one of the 23 campuses of the California State University. Sonoma State University is a liberal arts institution with an enrollment of approximately 10,000 students and 530 full-time and part-time faculty. Our beautiful campus is located in Rohnert Park, at the foot of the Sonoma hills in the Wine Country.

Sonoma State University is proud to be a smoke-free campus, where smoking and other uses of tobacco products, such as smokeless tobacco, the use of e-cigarettes and similar devices, are prohibited.

Sonoma State University's Jeanne Clery Act Annual Security Report is available at http://www.sonoma.edu/ps/about/jeanneclery.html; Annual Campus Housing Fire Safety Report is available at http://www.sonoma.edu/housing/general-info/emergency-prep/fire-safety.html.

Contact Information
Sonoma State University
Human Resources
Main (707) 664-3100
Fax (707) 664-3196
1801 East Cotati Avenue
Rohnert Park, CA 94928
hr@sonoma.edu