Office Manager/Budget & Cost Share Analyst/Cal-SOAP Program
California State University, San Bernardino
Overview
Employment Status: Temporary, part-time, non-exempt, benefited position through June 30th, 2021 (Appointment may be renewed annually. With the possibility of converting to full-time based upon availability of funding, availability of work and satisfactory job performance).
Salary: $23.36 - $26.48 per hour.
Work Schedule: 20 hours per week Monday through Friday, TBD with some evenings and weekends. Incumbent must be able to participate in remote or on-campus work depending on the directives from the CSUSB campus
Deadline: Open until filled, but will review applications by July 24, 2020.
Summary: Inland Empire Cal-SOAP is a state-funded program administered through the California Student Aid Commission. Cal-SOAP projects operate throughout California by consortia made up of secondary and postsecondary schools and community agencies. The purpose of the project is to improve the flow of information about postsecondary education and financial aid while raising the achievement levels of participating students. CSUSB Inland Empire Cal-SOAP is partnered with ten school districts, 5 community colleges, 3 universities, and multiple community-based organizations throughout San Bernardino County.
Typical Activities
Under the general supervision of the Director of GEAR UP and Cal-SOAP Programs, the Office Manager/Budget and Cost Share Analyst will work independently and in conjunction with program staff to provide program participants with required and permissible service including but not limited to:
- Provide a full range of professional budgeting and financial analysis including projection of costs, monitoring of budget balances and reporting of cost share;
- Provide a complete range of administrative support to program staff in the coordination and implementation of program services including but not limited to, required and permissible services to target participants;
- Prepare and compose grant-related documents, correspondence and reports;
- Work with the Admin Assistant to ensure maintenance of a monthly calendar, schedule meetings, and manage recurring department/program meetings;
- Prepare all documents and materials required for department/program meetings including agendas, reports and research;
- Facilitate communication between Director and staff;
- Assist with the development of templates, formats, agendas, and meeting minutes and consortia by-laws;
- Develop and provide continuous budget updates to program staff and governing boards;
- Assist with the completion of monthly, quarterly, annually and as requested reporting for funding agencies;
- Serve as a liaison between the UEC, Student Affairs departments/offices, university departments and staff;
- Provide oversight to the coordination and submission of staff time sheets and vacation schedules to ensure completeness, appropriate approval signatures, and processing to the Payroll Department in a timely manner;
- Provide oversight to the coordination of travel arrangements for program staff including reservations and payments; and manages per diem requests and expense report reimbursements;
- Provide oversight to the coordination, preparation, tracking, ordering, and maintenence of all inventory and supplies;
- Support the development of all partnerships and contracts, including the tracking of the annual budget and services, specified match contributions and reporting;
- Provide support, as needed, requested, to the partner sites;
- Manage the documentation and processing of work study for student staff;
- Manage, monitor and track requests for expenditures and processes for the program, and ensures quality control is met;
- Manage vendors which includes screening and obtaining vendors' W-9 forms;
- Adhere to established standards in areas of correspondence, fiscal and program compliance, timekeeping procedures and accounting practices;
- Support the Director with the recruitment and hiring process for program positions;
- Support the Director in ensuring that all funding and program records adhere to federal and state laws and guidelines
- Maintain and safeguard documents, sensitive information and ensures confidentiality of grants;
- Review and apply OMB Circular A-21 regulations on allowable and not allowable expenditures to ensure compliance and/or Ed Codes and laws as it relates to State spending;
- Conduct periodic audit of program and fiscal files to ensure records maintained are in compliance with the funding guidelines;
- Serve as point person for office management related matters involving logistical, technical and staffing needs;
- Lead direction of the front office team/student assistants;
- Support staff with the administration, compliance and oversight of the Summer Food Service Program Meals and Snacks component;
- Ensure all office operations are effectively and efficiently carried out;
- Travel to school sites required;
- Provide other administrative support as necessary.
Minimum Qualifications
Education and Experience:
- Applicant must possess a Bachelor's degree and a minimum of three years of professional experience including one year of experience with budget and cost-share experience.
Preferred Qualifications: - Strong preference will be given to candidates that have received training, such as the trainings sponsored by the U.S. Department of Education, and the California Student Aid Commission.
- Applicants that have experience in overcoming barriers similar to those of Cal-SOAP students are desirable.
Knowledge, Skills, and Abilities: - The candidate is required to have a working knowledge of accounting systems in a university setting and/or PeopleSoft experience.
- Applicants must have strong interpersonal, oral, and written communication skills.
- Applicants must demonstrate proficiency in Microsoft Word, Excel, Outlook, and PowerPoint.
- Applicants must possess the ability to handle confidential and sensitive information, along with the ability to work cooperatively with a diverse group of people, exercise sound judgement, determine priorities, complete assigned projects in a timely manner, and work well under tight deadlines.
- Applicants must possess the following critical strengths including but not limited to: reliability, attention to detail, and strong self-initiative.
Supplemental Information
UEC is an EOE - Minority/Female/Disability/Vets. This position will remain open until filled. This is a sensitive position and selected candidate must successfully pass a thorough background investigation to include a criminal history check, Live Scan fingerprinting and DMV check prior to appointment.
Benefits include:
- Medical, Dental, Vision, Flex Cash option
- CalPERS Retirement
- CalPers 457
- Group Term Life/ Accidental Death & Dismemberment (AD&D)
- Holidays & Personal Holiday
- Vacation and Sick pay accruals
- Educational Assistance Benefit is based on availability of funding.
- Workers' Compensation
- Unemployment Insurance
- State Disability Insurance
To view full description and to apply, visit: https://www.csusb.edu
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