Administrative and Financial Coordinator
Admin Analyst (NE)
Student Housing and Residential Life
Job #: FP2013-410
Open until filled. Application Screening Begins:
California State University, Monterey Bay is distinctive in serving the diverse people of California, especially the working class and historically underserved communities. The identity of the University is framed by substantive commitment to a multilingual, multicultural, intellectual community which enables students, faculty and staff to cross institutional boundaries for innovative instruction, broadly defined scholarly and creative activity, and coordinated community service.
The University Corporation at Monterey Bay on the campus of CSUMB is an equal opportunity employer and committed to building a pluralistic university by hiring personnel with competencies and experience related to the regional and State population.
The University Corporation at Monterey Bay is a non-profit institution that is related and affiliated to the California State University, Monterey Bay. The University Corporation at Monterey Bay is a nonprofit 501(c)(3) public benefits corporation that is a recognized auxiliary organization of California State University and was established in July 1994. The University Corporation's mission is to further the educational purposes of the University. The University Corporation at Monterey Bay is an equal opportunity employer and committed to building a pluralistic university by hiring personnel with competencies and experience related to the regional and State Population. The University Corporation at Monterey is committed to a standard of excellence in the services it provides and in the quality of work expected of its employees.
Under the general supervision of the Director of Student Housing & Residential Life, the Administrative and Financial Coordinator assists with budget development and preparation, monitors and reconciles financial transactions, and provides administrative support for the Director and other administrative staff. This position serves as the HR lead for the department.
ESSENTIAL DUTIES AND RESPONSIBILITIES include, but are not limited to, the following:
- Assist with departmental budget development process
- Maintain all financial records
- Monitor and reconcile departmental budget transactions
- Produce monthly budget reports for staff to review their area budgets
- Provide mid-year and closing budget reports
- Prepare all department purchase requisitions
- Order, check-in, and distribute office supplies
- Process payment for all supplies, services, and reimbursements
- Process payment of all department procurement cards on a monthly basis
- Responsible for $500 department petty cash fund
- Make travel arrangements, prepare required paperwork, and process travel claims
- Payroll lead for professional and student staff.
- Maintain payroll records and track student assistant hours for evaluation process
- Provide administrative support for Director and other administrative staff, as needed
- Interact with other campus agencies on behalf of the department
- Serves as liaison with University Corporation at Monterey Bay Human Resources
- Assist with planning of major departmental events (i.e. check-in day, student assistant training, staff retreats, department-wide staff appreciation events)
- Update and maintain professional and student staff's meal plan concessions and other compensation using the CBORD (PCS) system.
- Perform grade checks and background checks for student staff each semester and upon hiring to insure eligibility for employment
- Attends meetings and participates on committees as warranted by the scope of work, or as assigned by the Director of Student Housing & Residential Life.
- Promotes and maintains an atmosphere of excellent internal and external customer service within department and campus community.
- Performs other duties as assigned by the Director of Student Housing & Residential Life.
KNOWLEDGE, SKILLS AND ABILITIES:
Knowledge of the methods and procedures for providing or performing a variety of functions and services in support of the operations of an organization and the knowledge of the relationships of these functions to other administrative functions. Ability to communicate clearly, concisely and effectively, both orally and in writing to include reports, and correspondence related to program. Working knowledge of budget policies and procedures. Experience with budget monitoring and development. Ability to analyze data and make accurate projections using business mathematics and basic statistical techniques. Ability to make constructive recommendations for modifications or improvements of methods, procedures, techniques, equipment or programs. Excellent administrative and organizational skills with the ability to simultaneously coordinate and implement a variety of activities using sound and independent judgment. Demonstrated ability to maintain a high level of attention to detail in complex projects. Ability to work independently and in consultation with other staff, to analyze specific problems/situations, identify issues, and develop creative solutions. Tolerance for ambiguity and complex situations, ability to work under pressure. Ability to organize and manage time effectively and efficiently.
Ability to perceive what needs to be done and exercise initiative to set priorities and to proceed until projects or tasks are completed. Demonstrated ability to act with sensitivity and diplomacy in response to the needs of students and staff, resolve conflicts and defuse emotionally charged situations. Ability to work in a multicultural environment, and to gain cooperation from a wide spectrum of individuals, including students, parents, faculty and staff. Strong interpersonal skills, tact, discretion, sensitive handling of confidential information and a strong commitment to excellent customer service.
QUALIFICATIONS AND EXPERIENCE :
Education and Experience:
Equivalent to four years of progressively responsible clerical experience which involved monitoring and coordinating administrative work through a system of internal procedures and internal controls to ensure the efficient operation of an organization OR equivalent to Bachelor's degree from an accredited college or university in business administration or related field AND One year of professional clerical/ administrative work experience.
SPECIALIZED SKILLS REQUIRED :
Special Condition (s) of Employment
Working with complex computer systems in a variety of platforms. Ability to create reports in response to requests from department managers, and other university staff and administrators. Macintosh and/or PC computer/software skills, including Microsoft Word and Excel. Demonstrated experience that clearly provides evidence of the knowledge and skills required to perform each essential duty satisfactorily. The requirements identified above are representative of the knowledge, skills and/or abilities required.
NOTE: Candidates identified for hire with the University Corporation at Monterey Bay must successfully complete a criminal background check.
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 as a condition of employment.
SALARY AND BENEFITS:
The hourly range for this position is: $19.23 -$21.73. This is a non-exempt position and as such is eligible for the overtime provision of the Fair Labor Standards Act. Benefits include medical, dental, vision and life insurance benefits, contributory retirement plan, TSA (403b), 13 paid holidays per year and other benefits.
University Corporation at Monterey Bay is at-will employment.
DESIRABLE QUALIFICATIONS :
Bachelor's Degree in Business Administration or related field. Experience with University systems including CFS and CBORD (PCS), and experience in student housing at the university level. Experience supervising students and/or professional staff. Demonstrated understanding of and commitment to the CSUMB Vision Statement and the core values of mutual respect, collaboration and service orientation, multiculturalism and diversity, community service and institutional excellence.
PHYSICAL WORK ENVIRONMENT:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; to verbally communicate to exchange information.
Please complete the required on-line Corporation application at http://hr.csumb.edu/jobs/db/fp/
A complete on-line Corporation application must be received in the University Corporation Human Resources Office BY 5:00 P.M. Tuesday, April 16, 2013, TO BE GUARANTEED A REVIEW. Applications received after the application screening date will be reviewed at the discretion of the Corporation.
For assistance or if you require an accommodation, please call (831) 582-4449, or TDD at (800) 735-2929. For computer/online access you may visit the Tanimura & Antle Family Memorial Library (map) or our Student Services Building – first floor (map). Please check the links provided for the respective hours and the location of each site. The University Corporation at CSUMB will not fax application materials.
The University Corporation at CSUMB 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.
All employees must be eligible for employment in the U.S.