Budget and Donor Fund Analyst

California State University, Monterey Bay
California, United States
Salary Not specified
Nov 23, 2020
Employment Level
Employment Type
Full Time

Budget and Donor Fund Analyst

Classification: Administrative Analyst/Specialist—Exempt I
Department Name: University Advancement
Job Number: MB2020-PD2650
Status: INTERNAL CSUMB APPLICANTS ONLY Apply today! Application Screening Begins: Monday, December 7, 2020
Priority Screening Date: 12/06/2020
Recruitment Status: Apply today! Application Screening Begins: Monday, December 7, 2020

Position Description:
Powered by an inspiring Founding Vision Statement, California State University, Monterey Bay (WWW.CSUMB.EDU) is a comprehensive, mid-sized four-year university whose staff and faculty help transform student lives by emphasizing project-based learning, requiring service learning, and promoting multicultural and global perspectives on and beyond the campus community. CSUMB is both an MSI and HSI and has a vibrant, diverse student body of nearly 7000 students and growing. Our faculty and staff, many of whom live in campus housing, appreciate living and working about one mile from the shores of the beautiful Monterey Bay. As one of the 23 campuses in the California State University (CSU) system, we offer excellent benefits, including housing, and competitive salaries for our faculty and staff. During our 25th Silver Anniversary Celebration in 2019-20, we will complete two major building projects: the College of Arts, Humanities and Social Sciences and the Student Union. By 2030, CSUMB's sustainability initiative is to be carbon neutral.

Under the general supervision of the Director of Prospect Research and Advancement Services, the Advancement Budget and Donor Fund Analyst is responsible for the division budget processes as well as monitoring of all donation funds according to donor expectation. The incumbent will create new Foundation and Corporation funds and monitor fund and expense related activities for the University Advancement Division consisting of University Development, Annual Giving, Alumni Relations, Advancement Services and University Communication.

ESSENTIAL DUTIES AND RESPONSIBILITIES include, but are not limited to, the following:
  1. Prepare weekly bank deposit and track outstanding checks sent to and deposited by University Corporation. Prepare monthly bank reconciliation, including state and corporation payroll deduction gifts. Review inactive funds with departments and report updates to Corporation Accounting. Prepare revenue transfers between the auxiliaries' funds. Oversee scholarship administration requests each semester as appropriate. Annually, review endowment payout with departments and report expenditure intent to Corporation Accounting. Maintain the Scholarship management document and work with Financial Aid and Corporation Accounting for processing of scholarships. Coordinate class code assignment on co-mingled funds with other departments to ensure compliance with donor intent.
  2. Create new donation, scholarship, endowment funds as appropriate to funding sources and purpose routing the new chartfield request forms to the appropriate departments. Reconcile fund revenue and expenditure as per donor's intent. Work cooperatively with multiple departments across campus and, maintain confidentiality of sensitive donor and budget information. Field inquiries regarding Corporation and Foundation funds balances, expenditures and appropriate use of funds. Prepare monthly, quarterly and annual invoices to donors for pledge fulfillment. Assist Director with annual audit documentation. Submit 990 data for fundraising events to Corporation Accounting.
  3. Assist the Director in managing expenses for the division's budget. Prepare quarterly expenditure reports for the various departments within the division. Monitor CFS to track department and sub-departments expenses to ensure expenditures are within budget limits. Prepare cost analysis for service agreements and purchasing needs and recommends course of action. Processes phone, travel and personal reimbursements for Division staff. Serves as back up to the Advancement Services Coordinator. Attend Business Operation Forums held by for both State and Corporation business offices and stay current on campus policy and procedures updates.
  4. Assist the Director to develop, plan and administer business process in support of University Advancement Division. Implements and evaluates the methods and procedures by which the work is to be accomplished; manages the workflow and establishes priorities and deadlines. Interprets policies and procedures and ensures proper application. Coordinates financial and procedural processes with other departments/divisions. Queries and complies data from campus systems including CFS, Data Warehouse and The Raiser's edge.

Other Functions:
Performs other job-related duties and special projects as assigned.

Knowledge, Skills and Abilities:
Thorough knowledge of and ability to apply expertise to complex program 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 system analysis, statistical and research methods, and the ability to interpret and evaluate results to develop sound conclusions and recommend new or revised policies.

Skills: Demonstrated expertise in and advanced knowledge of the principles, problems, and methods of public and business administration and operational and fiscal management. Demonstrated consultative skills in working with internal and external constituent groups. Skill in the research, development and evaluation of policies and programs, including skill in the collection, evaluation, an interpretation of data to develop sound conclusions and make appropriate recommendations.

Ability to: take initiative and work independently to determine effective approaches to projects and priorities; organize, coordinate, and perform work in various situations where numerous and diverse demands are involved; apply extensive expertise to complex programs and/or administrative specialties, including pertinent laws and regulations; understand problems from a broad, interactive perspective and discern applicable underlying principles to conceive of and develop strategic solutions; work with representatives from public and private entities and handle potentially sensitive situations; effectively present ideas and concepts in written or presentation format and use consultative and facilitation skills to gain consensus; apply extensive expertise to the complexity of maintaining effective university-community partnerships in both face-to-face and online contexts; work with representative from public and private entities and handle potentially sensitive situations.

Minimum Qualifications:
Entry into this classification requires general knowledge and skills in the applicable administrative and/or program field with a foundational knowledge of public administrations principles, practices, and methods. This foundation would normally be obtained through 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.

Specialized Skills:
At least two (2) years of administrative experience in a complex organization. Highly organized with excellent ability to multi-task in a fast-paced environment, perform under pressure (or in emergency situations) and prioritize effectively to meet deadlines. In-depth experience working with automated financial systems and databases. Must be highly and demonstrably competent in using Windows and related MS Office applications (particularly Word, Power Point and, especially, Excel), e-mail and Internet systems. Experience working with The Raiser’s Edge and Wrike. Must have a professional manner and maintain confidentiality. Experience in projecting possible unforeseen problems and using sound judgment. Strong commitment to customer service, with a proactive and positive attitude toward assisting others. Demonstrated ability to address the essential functions associated with this position including the knowledge and abilities identified above.

Preferred Qualifications:
College degree and higher education experience desirable, conversant in the terminology of finance and accounting and knowledgeable of budget and accounting concepts, practices and processes. Experience in using PeopleSoft (primarily), Oracle; and reporting tools such as Brio, Hyperion, Focus, etc.

Special Conditions of Employment:
  • All offers of employment are contingent upon the successful completion of a background check (including a criminal records check).
  • The person holding this position is considered a “mandated reporter” under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.
  • This position will have a duty to report to the Campus Title IX Officer information pertaining to victims of sex discrimination, sexual harassment, sexual misconduct, dating/domestic violence, and stalking as required by CSU Executive Order 1095.
  • This position has been designated as a sensitive position with:
    • Access to, or control over, cash, checks, credit cards, and/or credit card account information;
    • Access to and responsibility for detailed personally identifiable Level 1 confidential information about students, faculty, staff or alumni that is protected, personal or sensitive as defined in the CSU Information Security Data Classification Standards.
  • May require occasional evenings and/or weekend work.


Office environment with standard equipment and tasks. Position requires working at a computer and desk for extended periods of time.

Compensation and Benefits:
  • Type of Appointment: Full-Time, Probationary
  • Collective Bargaining Unit: Clerical & Administrative Support Services (CSUEU)
  • Anticipated Campus Hiring Salary: High $4,000’s/month
  • CSU Salary Range
  • FLSA Status: Exempt

CSUMB offers a premium benefit package that includes outstanding vacation, health, dental & vision plans; a fee waiver education program; membership in the California Public Employees Retirement System (CalPERS); and 14 paid holidays a year. For more information, visit: CSU Benefits R09. Additionally, University Corporation at CSU Monterey Bay

How to Apply:
To apply, visit https://csumb.peopleadmin.com/postings/5952


For full consideration, applicants must complete the required online application prior to the priority screen date found at csumb.edu/jobs. Application submissions received after the application screening date will be reviewed at the discretion of the University. Materials submitted become the property of CSUMB and will not be returned.
CSUMB is not a sponsoring agency for staff or management positions.
Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose by contacting University Personnel at (831) 582-3389. For computer/online access you may visit the Tanimura and Antle Family Memorial Library (map). All employees must be eligible for employment in the U.S.


CSUMB hires only individuals lawfully authorized to work in the United States and is an E-Verify employer. 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, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), the Cal State University, Monterey Bay Annual Security and Fire Safety Report is available at: https://csumb.edu/clery

CSUMB is a smoke and tobacco-free campus.


CSUMB is an Equal Opportunity Affirmative Action employer. We consider qualified applicants for employment without regard to race, color, religion, national origin, age, gender, gender identity or expression, sexual orientation, genetic information, medical condition, pregnancy, marital status, veteran status, or disability.