SEAS Operations & Budget Coordinator

Job Description:

SEAS Operations & Budget Coordinator

Description

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 $6,400.00 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

Student Equity and Success (SEAS) programs serve over 1,600 students. The program provides a caring and supportive environment, which promotes academic growth and personal development. Programs housed with SEAS include Educational Opportunity Program (EOP), EXCEL, GANAS, PIAA, Renaissance Scholars Program (RSP and the Sankofa Scholars Program. SEAS programs provide student success initiatives designed to retain and graduate low income, first generation, and historically underserved student populations.

Under the general direction of the Director, SEAS Programs, the SEAS Operations & Budget Coordinator is responsible for providing leadership and oversight of the operations and program maintenance of the SEAS programs, as well as the Associate Vice President’s cluster budget operations. The incumbent provides lead direction for the development and implementation of policies, procedures and services to ensure that the programs function effectively and efficiently. Specifically, the incumbent will provide lead guidance to the SEAS Administrative Support team to ensure day to day duties are understood and carried out.

The SEAS Operations & Budget Coordinator is responsible for ensuring that personnel functions (e.g. hire, train and supervise student staff) and program budgets are in alignment with the goals of SEAS. This position develops and maintains budget policies and procedures and maintains oversight for each department. The incumbent keeps the supervisor informed of allocations/expenditures and is responsible for overall analysis and support in developing program budgets, providing quarterly updates to their supervisor, the Division Budget Director and the Associate Vice President Equity and Belonging/Dean of Students. This position provides regular training sessions and meetings with program work leads, monitors budget expenditures from numerous department accounts, General Fund, including Cal State East Bay Foundation, Inc., and special grants. In conjunction with the supervisor this position provides annual training for developing annual budgets.

The Operations & Budget Coordinator is responsible for developing and implementing an on-boarding program for all new staff within SEAS and works with the appropriate administrator to ensure that employees who leave the department have all required paperwork completed. Additionally, the incumbent will develop and implement full time on-going professional development to ensure staff at all levels have the tools and skills they need to complete their job and to prepare for new opportunities. The position will provide yearly assessment and evaluation of training initiatives, program services and budget to ensure goals are being met and to plan for future initiatives.

Responsibilities

Administrative Program Support: Responsible for the coordination of operations for the entire Student Equity and Success programs. Develop and implement procedures, programs and services to ensure that the programs function effectively and efficiently.

• Provide leadership for the SEAS programs to ensure services are provided and projects are completed in a timely manner.
• Inform the Director of SEAS of various situations having an impact on its programs.
• Facilitate on-boarding for new staff, inclusive of orientation presentation, paperwork and review of policies.
• Provide training to staff and students on program implementation and budget development
• Anticipate problems and address them proactively, working with the appropriate administrators as needed.
• Maintain confidential files - organize and maintain administrative and personnel files.
• Develop and implement operational/departmental policies.
• Participate in executive planning and development activities, as required.
• Conduct independent determination of methods to accomplish programmatic or executive goals.
• Provide leadership and guidance in creating and maintaining a professional and student friendly environment.
• Provide quarterly and annual reports that assess and evaluate programs and services.
• Act as liaison to departments or agencies, on and off campus, to gather information, make/monitor arrangements, or resolve problems. Such departments include, but are not limited to: Payroll, Human Resources, Financial Aid, Accounting, Budget, Admissions, Records, Receiving, Facilities Management, Purchasing, Copy Center, Academic Departments and Administrative Offices.

Leadership and Personnel: Responsible for maintenance of personnel functions and providing lead guidance to administrative and program support staff.

• Provide lead work direction for the Administrative Units of SEAS.
• Oversee the recruitment, hiring and selection process for programs and departments within the Student Equity and Success cohort.
• Develop, implement and maintain a student assistant leadership development program.
• Organize and process new hire packets for the department hires and coordinate onboarding and training.
• Responsible for planning, organizing, and directing workflow to ensure an effective and productive operation.
• Work with the MPP administrator to evaluate and provide feedback on employee performance, as appropriate.
• Delegate appropriate tasks and responsibilities.
• Intercede should administrative personnel issues arise, referring the situation to the appropriate administrator.
• Make administrative decisions in consultation with program directors.
• Monitor and ensure staff compliance with policy, procedures, and standards.
• Maintain current knowledge of PeopleSoft Human Resources System.
• Manage the payroll and timekeeping process for the department.

Budget: Maintain department budget: Monitor budget expenditures from numerous department accounts, General Fund, and special grants; including the budgets within the Student Equity and Success cohort. Develop and maintain a budget and inventory control system and keep the Associate Vice President and other administrative staff informed of allocations/expenditures.

• Provide oversight and management of all program budgets within SEAS and AVP cluster.
• Serve as the point person regarding all communication and delivery of budget information between the budget office and division.
• Provide budget planning, management and analysis training to budget leads within SEAS.
• Analyze, review and deliver independent budget recommendations to the Associate Vice President.
• Present future budget projections to the Executive Director.
• Ensure that all accounts within SEAS reconcile income and expenditures for all (General Fund and grants).
• Develop and present reports, text material to summarize, and justify budget expenditures.
• Provide oversight in the processing of Staff Action Forms (e-SAF) and Student Employment Action Forms (SEAF).
• Develop and present quarterly reports to the Associate Vice President.
• Maintain current knowledge of PeopleSoft Financial System.

Other Duties:

• Serve on various university committees as a representative of the department.
• Represent the department through attendance at campus events, membership in campus organizations, and involvement in event planning committees.
• Other duties as assigned.

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.

Preferred Skills and Knowledge

• A Master’s degree.
• Three (3) years of progressively responsible experience overseeing, analyzing and maintaining a budget.
• Knowledge and skills in the analysis, development, implementation and evaluation of staff and support programs.
• Knowledge of various learning styles as well as cultural identities and differences.
• Strong interpersonal skills - ability to work effectively in a diverse campus community, specifically with students from diverse ethnic, socioeconomic and educational backgrounds
• Ability to understand the academic year and processing cycles that affect workflow of the department and various advising centers.
• Ability to review and verify complex records and detailed information for compliance with CSU requirements, federal and state guidelines and interpret information from a variety of institutions.
• Ability to determine proper techniques and actions to utilize while engaged with individuals behaving in an argumentative or sensitive manner.
• Ability to be solutions oriented.
• Ability to oversee projects and provide lead work direction and guidance to students and professional staff.
• Ability to build, manage and report a budget.
• Ability to direct training programs for professional and student staff.
• Effective oral and written communication skills.
• Strong analytical and organizational skills.
• Current, valid California Driver’s License as well as access to personal transportation (travel reimbursed per State schedule).

Special and Physical Conditions

• Ability to work some weekends and evenings as needed.
• Ability to lift up to 25 pounds.

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

As an Equal Opportunity Employer, Cal State East Bay does not discriminate on the basis of any protected categories: age, ancestry, citizenship, color, disability, gender, immigration status, marital status, national origin, race, religion, sexual orientation, or veteran's status. The University is committed to the principles of diversity in employment and to creating a stimulating learning environment for its diverse student body.

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.

Advertised: Jan 24 2025 Pacific Standard Time
Applications close: May 24 2025 Pacific Daylight Time

Closing Date/Time: