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

Job Summary

Under the general direction of the CIO, the Financial and Accounting Analyst provides financial leadership for ITS by managing complex budget operations, conducting advanced financial analysis, and developing fiscal strategies that ensure alignment with institutional goals. The role advises executives and campus leadership on fiscal policy, resource allocation, and compliance, while ensuring transparency and accountability in ITS financial operations.

Analytical and Administrative support involves coordinating funded resources to support the Vital and Expanded Technology Initiative (VETI) Program. The VETI program is accountable for a wide range of complex financial transactions, data accuracy, and financial analysis and reporting; conducts budget analysis to administer the VETI program, interprets and implements state policies; deviates procedures to ensure compliance; Provides consultation and expert advice to management and campus departments.

Responsibilities

Budget and Financial Support

• 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.

Program Support

• 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.

Administrative Support

• 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.

Position Management

• 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.

Other classification-related duties as assigned or required.

Minimum Qualifications

• 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.

Required Qualifications

• 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 Qualifications

• 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.

Compensation and Benefits

Anticipated Hiring Step: Step 1 $5,537 per month

Classification Salary Step Range: Step 1 $5,537 per month - Step 20 $10,014 per month

The salary offered will take into account internal equity and experience among other factors.

The CSU system provides a comprehensive benefit package that includes medical, dental and vision plans, membership in the California Public Employees Retirement System (CalPERS), sick and vacation time, and 15 paid holidays a year. Eligible employees are also able to participate in the fee waiver education program. A summary of benefit information can be found here.

Position Information

Work status: Full-time/Exempt/Probationary

Academic year schedule: Monday through Friday (8:00 am - 5:00 pm), some evenings/weekends.

Summer schedule: Monday through Thursday (7:00 am - 5:30 pm), some evenings/weekends.

Staff: The application deadline is: December 4th, 2025

To apply, please visit: https://careers.pageuppeople.com/873/sb/en-us/job/552390