Budget & Data Analyst

Salary and Benefits

PLEASE NOTE: The starting salary placement depends on qualifications and experience and is anticipated to be in the range of $5,537.00 per month to $7,500.00 per month. 

Cal State East Bay offers a broad range of benefits that includes medical, dental, vision, retirement (CalPERS), 401k, 457, 403(b), dependent and health care reimbursement accounts, life insurance, vacation and sick, 14 paid holidays, one personal holiday and tuition fee waiver.

For more information on the benefits program, please visit our benefits website. The CSU Total Compensation Calculator demonstrates the significance of our benefits package.

This position may be eligible to participate in the Cal State East Bay hybrid telecommute program subject to management approval. 

Classification

Administrative Analyst/Specialist, Exempt II

About Cal State East Bay

Cal State East Bay's beautiful main campus is located in the Hayward hills with panoramic views of the San Francisco Bay shoreline. Situated above the city of Hayward, the campus offers an ideal setting for teaching and learning and yet easy access to the many cities along the bay. The University has a satellite campus in Concord, a professional development center in Oakland and a significant presence online. Founded in 1957, Cal State East Bay is one of 23 universities of the California State University system (CSU). Cal State East Bay is recognized as a regionally engaged and globally oriented university with a strong commitment to academic innovation, student success, engaged and service learning, diversity, and sustainability.

About the Position

The College of Letters, Arts and Social Sciences (CLASS) is one of the academic units at Cal State East Bay. The Budget & Data Analyst is the primary administrator of the College’s budget. Under minimal supervision from the Dean, this position exercises considerable discretion in executing the College’s plans and goals with available financial resources and errors in the process could have serious consequences for the College. This position utilizes advanced knowledge, skills, and abilities to manage a large portfolio of funds across a spectrum of restrictions and interpret and apply financial policies that are often ambivalent or conflicting under a hierarchy of state, CSU and campus laws, codes, and guidelines. 

The Budget & Data Analyst position requires college-level financial analysis, resource allocation, accounting maintenance, financial reporting, expenditure and budget surveillance and corrections, record keeping, projections, and other department-level fund reporting, fiscal consultations, and year-end fiscal notifications. The portfolio of funds includes the general fund, A2E2, CERF, trust, donor, and scholarship funds in each of the 18 departments and a changing number of specific use and project funds for selected departments. The Budget & Data Analyst will access a variety of financial, human resources, faculty contracts, institutional data, accounts payable, and purchasing databases to extract applicable data necessary to conduct business. In addition, this position will maintain an extensive network of relevant campus contacts in the general areas of academic resource planning, budget, accounting, procurement, donor funds, sponsored programs, and another 20 or so specialized groups. 

The Budget & Data Analyst will serve as the focal point of contact regarding any of the College’s funds. Additional responsibilities include coordinating the training of management, faculty, and staff in the areas of budget, monitoring expenses, projections, accounting, and policies and procedures. Lastly, the Specialist must possess excellent interpersonal skills to articulate, interpret, and convey complex financial and data analysis to a non-finance audience.

Responsibilities

Under minimal supervision from the Dean, this position exercises considerable discretion in executing the College of Letters, Arts, and Social Sciences (CLASS or “the College”) plans and goals under the operating budget. Specific duties include but are not limited to the following:

• As part of the University budget cycle, plan the necessary activities to build the components of the College operating budget using the preliminary “pencil budget”-formula based on projected student enrollment data--from the Academic Planning and Resource (ARP) department. Discuss with the Dean the strategic plan, goals, and other considerations to be integrated into the budget.
• Discuss with the Assistant to the Dean all projected personnel actions including promotions, demotions, FERPs, LOAs, sabbaticals, retirements, GSIs, SSIs, within grade increases, market increases, new faculty and staff start dates with salaries, and any other factors that should be integrated into the budget.
• Discuss with the Associate Dean of Faculty Affairs and Administration and the Administrative Analyst/Specialist-Associate Dean’s Office the projected lecturer cost for the Fall and Spring semesters. Summer semester expenses have historically been covered by the ARP. Absent any list of lecturers with accompanied WTUs, the Specialist will make projections based on WTU allocations from ARP; historical, preliminary, or projected student enrollment data; trends; or other incomplete data with assumptions for projections. In addition, calculate faculty reassigned time from departments or use projections from historical data as a component of the budget.
• Discuss with the Dean the supplies and services component of the budget using historical operating budget and expenditure data, the judicious use of funds, comparisons between departments, and other factors.
• In the absence of a list of chair stipends from ARP, develop a model, with a breakdown of mandatory components and formulas, to determine current chair stipends and build steps to advance the data for future stipends.
• Advise and provide the Dean with periodic analysis of the budget and expenditures including projections, variance analysis, and comparative analysis.
• Audit, monitor, analyze, troubleshoot, and reconcile department budgets using a range of online databases in the areas of finance, human resources, faculty contracts, institutional data, accounts payable, and purchasing to extract applicable data necessary to conduct business. Also, consult the relevant campus contacts to provide guidelines, clarification, and references to resolve difficult issues.
• Maintain position and financial control by monitoring the accuracy of faculty, staff, and lecturer data including salaries (which comprise approximately 99.5% of the budget).
• Maintain accounting standards under generally accepted accounting principles by correcting expense and budget errors through transfers or encumbrances through change order requests.
• Produce intermittent financial reports on the status of funds, projections, trends, and ad-hoc analysis as requested by the Dean, Chairs, faculty, or other campus units.
• Disseminate and enforce year-end CLASS financial deadlines, which are earlier than campus financial unit deadlines, to the departments regarding open requisitions; purchase orders, receipt of items, and invoice submission for payment; certify expenses; and p-card purchases to post in the current year.
• Disseminate and enforce year-end CLASS financial deadlines, which are earlier than campus financial unit deadlines, to the departments regarding open requisitions; purchase orders, receipt of items, and invoice submission for payment; certify expenses; and p-card purchases to post in the current year.
• Initiate year-end closing activities by closing out open blanket purchase orders and encumbrances, submitting final budget and expenditure transfers and student assistant payroll adjustments, closing pending requisitions, clear Certify expenses, and submit final short-term limited scope check requests.

Oversight of the A2E2 Funds:

• Provide Chairs/Departments with the financial expertise, programmatic support and financial reporting of the student fee-based A2E2 (Academic Access, Enhancement and Excellence) funds.
• Provide general oversight of department funds by monitoring, troubleshooting, and initiating corrective actions.
• Maintain accounting standards under generally accepted accounting principles by correcting expense and budget errors through transfers.
• Produce intermittent financial reports on the status of funds, projections, trends and ad-hoc analysis as requested by the Dean, Chairs, faculty, or other campus units.
• Maintain financial control by adhering to proposal budgets, limit major changes in priorities, approve large purchases, explore alternatives if warranted and closely track extensive projects.
• Disseminate and enforce year-end CLASS financial deadlines, which are earlier than campus financial unit deadlines, to the departments regarding open requisitions; purchase orders, receipt of items and invoice submission for payment; certify expenses; and p-card purchases to post in the current year.
• Initiate year-end closing activities by closing out open blanket purchase orders and encumbrances, submitting final budget and expenditure transfers and student assistant payroll adjustments, closing pending requisitions, clear Certify expenses and submit final short-term limited scope check requests.

Oversight of Donor and Scholarship Funds:

• Provide general oversight of department donor funds and named donor and scholarship funds by monitoring, troubleshooting and initiating corrective actions.
• Provide good stewardship of named donor and scholarship funds by maintaining the wishes expressed by the donor in the gift agreement including the purpose, source and criteria for the use of funds in accordance with Foundation and University policies and procedures.
• Maintain Foundation list of the hierarchy of approvers and authorized signers to disburse funds.
• Use monthly CLASS donor gift reports containing data on donors by department including gift amounts to verify journal entries and balances of the applicable donor or scholarship fund in the financial data systems.
• Maintain financial control through authorized approvers and signers, the specific use and purpose of funds as defined by the donor agreement and in accordance to prescribed policies and procedures.
• Audit, monitor, analyze, troubleshoot and reconcile donor funds using a range of online databases in the areas of finance, accounts payable, and purchasing to extract applicable data necessary to conduct business. Also, consult with contacts in Advancement Services, Financial Aid, and Student Finance to provide guidelines, clarification, and references to resolve difficult issues.
• Maintain accounting standards under generally accepted accounting principles by correcting expense and budget errors through transfers. Request sub-accounts with unique program codes under department donor funds to accommodate projects and initiatives.
• Produce intermittent financial reports on the status of funds and ad-hoc analysis as requested by the Dean, Chairs, faculty, or other campus units.
• Main archive of donor gift agreements for reference.

Centralized College Operations:

• Act the authority on financial policies and procedures by utilizing online and paper-based resources or other types of communication including executive orders, coded memoranda, and administrative/financial manuals.
• Provide one-on-one training for new and current faculty and staff in the areas of fiscal management including funding sources and usage, downloading and interpreting data from CFS, use of chartfields in financial transactions, expense and encumbrance ledger maintenance, A2E2 policies and procedures, overview of Donor and Scholarship funds, and other topics as time permits.
• Develop, expand and maintain an online archive of resource materials in the areas of administration, finance, and fiscal management. Populate with historical and current records, documents, spreadsheets, manuals, forms, flowcharts and any other type of printed communication.
• Review and approve monthly procurement card statements from departments; approve trust fund agreements, blanket purchase orders, scholarship disbursements, travel authorizations, hospitality justifications, delegation of authority, ORSP effort certification, and honorarium payment requests.
• Develop intermittent and quick ad-hoc analysis or lists; topics in the past include A2E2 usage by department over period of time, comparison of general operating budget allocations by college over time, and the summary of salaries by department.

Minimum Qualifications

• A Bachelor's degree and/or 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.
• General knowledge and skills in the applicable administrative and/or program field with a foundational knowledge of public administration principles, practices, and methods.

Required Qualifications

• Equivalent to five (5) or more years of experience with financial oversight of a large, complex budget supporting a program or an organizational unit.
• A Bachelor’s degree in a related field (or an equivalent combination of education and relevant administrative experience).
• Must have an understanding and knowledge of policies and procedures related to finance and fiscal matters.
• Must have the ability to work with a wide range of administrative and academic departments.
• Experience and demonstrated ability to understand complex administrative operations and integrate them functionally, to be a contributing member of a high-performance team, to be able to maintain confidence in regard to sensitive materials and to understand the implication of policies and their impact on internal and external constituencies.
• Must have a thorough understanding of budgeting theories and principles and of financial management systems and their applications.
• Demonstrated ability to communicate effectively with diverse students, faculty, staff, and community is essential. 

Preferred Skills and Knowledge

• Excellent organizational skills; ability to work independently under minimal supervision, make sound judgments, decisions and commitments within a team environment.
• Excellent oral and written communications skills.
• Strong facilitation and presentation skills.
• Ability to influence and collaborate with a decentralized customer base.
• Strong analytical skills and abilities to understand and troubleshoot problems and issues. 
• Efficient with PeopleSoft Financials, HR, and other databases in order to collect, interpret, and produce reports and analysis as needed. 
• Familiarity with MS Word and Excel.

Condition(s) of Employment

Satisfactory completion of a background check (including LiveScan, as appropriate), that may include, but is not limited to: criminal records check, verification of academic credentials, licenses, certificates, credit history, professional references and/or verification of work history is required for employment.  Cal State East Bay will issue a conditional offer of employment to the selected candidate, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Unsatisfactory results may also affect the continued employment of current Cal State East Bay employees who were conditionally offered the position.

All background checks are conducted through the university's third party vendor, Accurate. LiveScan is conducted through the University Police Department.

EEO Statement

All university programs and activities are open and available to all regardless of race, sex, color, ethnicity or national origin. Consistent with California law and federal civil rights laws, Cal State, East Bay provides equal opportunity in education and employment without unlawful discrimination or preferential treatment based on race, sex, color, ethnicity, or national origin. Our commitment to equal opportunity means ensuring that every student and employee has access to the resources and support they need to thrive and succeed in a university environment and in their communities. The CSU complies with Title VI of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act, the California Equity in Higher Education Act, California’s  Proposition 209 (Art. I, Section 31 of the California Constitution), other applicable state and federal anti-discrimination laws, and CSU’s Nondiscrimination Policy. We prohibit discriminatory preferential treatment, segregation based on race or any other protected status, and all forms of discrimination, harassment, and retaliation in all university programs, policies, and practices.

Other Information

All California State University campuses, including Cal State East Bay, are smoke and tobacco-free.  For more information, please visit our website here.

In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, the Cal State East Bay Annual Campus Security Report is available here. 

Sponsorship

Cal State East Bay is not a sponsoring agency for Staff or Management positions and we are not an E-Verify employer.

Mandated Reporter

The incumbent in this position may be considered a mandated reporter under the California Child Abuse and Neglect Reporting Act and will be required to comply with requirements set forth in the CSU Executive Order 1083 as a condition of employment.