Budget Analyst/Coordinator of Support Services

  • California Lutheran University
  • Thousand Oaks, CA, USA
  • Jul 29, 2022
Full time Business/Financial Affairs/Financial Aid

Job Description

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Budget Analyst/Coordinator of Support Services

Position Category: Staff (Non-Exempt)
FLSA: Non-exempt
FTE: 1
Location: Thousand Oaks

University Background:
The mission of California Lutheran University is to educate leaders for a global society who are strong in character and judgment, confident in their identity and vocation, and committed to service and justice. Founded in 1959 in beautiful Ventura County, the university has an enrollment of about 4,000 undergraduate and graduate students who come from across the nation and around the world from a diversity of backgrounds, cultures and faiths. As a federally recognized Hispanic-Serving Institution, Cal Lutheran is looking for candidates with a dedication to and success in working in diverse communities. The university is committed to an inclusive learning and work environment that values individual differences and respects each person’s dignity.

Basic Function:
Reporting to the Dean of the School of Management, the primary responsibilities of this position are to provide professional support for budget development, budget administration and financial management, to collect and report various data, to provide administrative / executive support for the Dean, ensure compliance with the Universities policies and procedures, to help oversee the operations for the School of Management, and to coordinate or assist in the coordination of activities, meetings, communication, events and relationships for the leadership of the School of Management.

Representative Duties:
BUDGET AND FINANCIAL MANAGEMENT:
  • General: Oversee School of Management budgetary accounts in the University’s general ledger system; identify budget managers and authorized account access.
  • Budgeting: Assist in the annual ongoing budgeting process for existing budgets; assist in the development of new / pro-forma budgets; organize and maintain documentation (e.g. budget requests, faculty, lecturer and administrative/staff salary budget worksheets) related to the budget development process.
  • Monitoring and Reporting: Analyze and monitor budget execution; prepare variance, trend, and other analytical reports; conduct special budget and financial analysis that support and enhance policy formation and decision-making by the Dean.
  • Financial Management: coordinate and execute tasks and activities with budget implications including purchase orders, purchase requisitions, requests for payment for programs and centers, or reimbursements; provide recommendations for departmental budget rebalancing of existing funds between appropriate object codes; prepare budget transfers; notify Business Office of expenses charged to incorrect accounts.


DATA REPORTING AND ANALYSIS:
  • Provide data compilations, analysis and other background information as needed for the development of operating budgets, proposals and pro forma budgets, in support of the strategic goals of the School of Management, and for other purposes.
  • Prepare comprehensive documents such as reports and presentations for the Dean, provide professional support in the development of planning documents, proposals, analyses and other documents in support of ongoing planning and development work in the School of Management, identify and develop data related to external trends, challenges and opportunities.

ADMINISTRATIVE AND EXECUTIVE SUPPORT FOR THE OFFICE OF THE DEAN:
  • Provide direct and confidential support to the Dean and the Associate Deans in the fulfillment of their responsibilities.
  • Serve as the primary administrative liaison for the School of Management in its interactions with faculty and staff as well as key University staff and offices, including (but not limited to) the Provost’s Office, Office of Budget and Planning, Human Resources, University Advancement, University Marketing, Facilities, and Business Office.
  • Manage the Dean’s calendar, coordinating agendas and scheduling of planning groups within the School of Management including Faculty and Staff meetings, leadership meetings, retreats, and ad hoc groups as needed.
  • Maintain rosters and lists for faculty, staff, office space, advisory council members and other groups.
  • Coordinate activities, meetings, communication, events and relationships with advisory councils and committees of the School of Management.
  • Serve as liaison with off-campus individuals and organizations in the external business and professional communities with whom the Dean and the Associate Deans interact.
  • Coordinate and assist in the onboarding of new faculty and staff members, graduate assistants and student workers.
  • Perform administrative support duties to relieve the Dean of routine detail. ·

OTHER DUTIES:
  • Supervision of other office staff, graduate assistants, and student workers.
  • Provide assistance at university-level activities including (but not limited to) Homecoming, Commencement, and others.
  • Other duties as assigned.


Knowledge Of:
  • Automated administrative systems including, but not limited to Blackboard, Datatel, Colleague, RE/NXT, and others.
  • Standard office software including Microsoft Word, Excel, Powerpoint (or similar), Zoom, Google Office Suite, Mailchimp, and others.
  • Basic statistics and statistical methods.
  • Systems and data manipulation and analysis.
  • Operations, procedures, specific rules and precedents of the office
  • Principles and practices of administration, supervision and training.
  • Correct and situation appropriate English usage, grammar, spelling, punctuation, and vocabulary.
  • Telephone techniques and etiquette including use of Mitel through laptop.
  • Modern office practices, procedures and equipment.
  • Record-keeping techniques.


Ability To:
  • Learn and support the university mission, goals and objectives as well as the School of Management’s vision, mission, and values.
  • Utilize office and administrative software such as Blackboard, Datatel, Colleague, Microsoft Word, Excel, Powerpoint (or similar), Zoom, Google Office Suite, and others.
  • Learn, interpret, apply and explain rules, regulations, policies and procedures.
  • Provide support and participate in the evaluation, design and implementation of systems to increase operational efficiency and effectiveness.
  • Organize, coordinate and oversee activities related to reporting operations independently with little direction.
  • Compose correspondence and written materials independently.
  • Establish and maintain cooperative and effective working relationships with others, both internal and external to the university.
  • Assemble, organize and prepare data for records, documentation and reports; understand, document and diagram processes and workflows.
  • Understand and resolve issues, complaints or problems, think critically and problem solve.
  • Interact effectively using tact, patience and courtesy, both orally and in writing.
  • Train and provide work direction to others.
  • Be efficient, timely, and meet deadlines where provided.
  • Maintain a high-level of integrity and confidentiality.





Minimum Qualifications:
Any combination equivalent to: Bachelor’s degree from a recognized college or university and one year experience in budgeting, reporting or related experience and high level executive-support.

Preferred Qualifications:
Higher education experience preferred, but not required.

Licenses and Other Requirements:
N.A.

Physical Abilities:


Working Environment:
Busy office environment; subject to frequent interruptions; subject to driving to conduct work

Posting Number: Staff001232022
Number of Vacancies:
Desired Start Date: 09/19/2022
Position End Date:
Open Date: 07/27/2022
Close Date: 8/10/2022
Open Until Filled: Yes

Application Procedure/Special Instructions:


To apply, visit https://careers.callutheran.edu/postings/9581

California Lutheran University is committed to providing equal opportunity in employment for all persons, regardless of race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, marital status, sex, age, sexual orientation, genetic information, gender, gender identity or expression, or any other basis protected by applicable law. No person shall be excluded from participation in, be denied the benefits of, or be subjected to discrimination in any program, activity or facility of the University on the basis of these factors in a manner consistent with applicable federal and state laws, regulations, ordinances, orders and rules, and University’s policies, procedures, and processes.

Upon request, reasonable accommodations in the application process can be provided to individuals with qualifying disabilities. Please contact the Human Resources Department for further information or to request an accommodation.




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Application Details


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