Assistant to the Director of Financial Aid

Assistant to the Director of Financial Aid & Scholarships (Administrative Analyst/Specialist - Exempt I) -CSUSB Internal Only
California State University, San Bernardino


Job No: 525210
Work type: Staff
Categories: Unit 9 - CSUEU - Technical Support Services, Administrative, Probationary, Full Time, On-site (work in-person at business location) Job Summary:

This position supports all administrative functions of the Office of Financial Aid and Scholarships including budget review, tracking and management of funds and serves as the Assistant to the Director along with supporting the Senior Associate Director and the Associate Director. The position works closely with other department ACS staff in the Enrollment Cluster as well as the Enrollment Management Budget Analyst and Assistant to the AVP of Enrollment Management with all administrative cross functions.

Major duties and responsibilities

Fiscal And Budgetary Analysis

• Develops, plans and prepares the mid-year and annual departmental operations and personnel budget for the Director in the Office of Financial Aid and Scholarships. The departmental budget would include analysis of obligated and projected expenditures as well as year-end projections.
• Creates and prepares a budgetary report for current fiscal year and expenditures from previous year comparison. Provides a budget summarization for the operational and personnel budget for the fiscal year to the Director.
• Assists the Director in preparing Academic Affairs/Enrollment Services Budgetary Reports.
• Maintains a detailed calendar for the Director and assists the Director in all phases of budget planning and administration to ensure strategic and efficient use of resources; serves as the department's chief personnel and payroll specialist; and performs other duties as assigned.
• Personnel specialist responsible for department personnel processing and tracking involving recruitment of staff, and temporary help.
• Assists the Director with cover letters and routing for State Audits and the FISAP - Fiscal Operations Report and Application to Participate Report.
• Responsible for payroll for entire staff , emergency temps and student assistants.
• Coordinates and monitor the tracking of performance evaluations for timely completion.
• Follow campus policy and procedures as it relates to fiscal and budget analysis.
• Train and assist other ASC staff in Enrollment Management office as needed
• Monitor and track Job Location and Development administrative cost allowance to ensure proper funding is allocated where needed on a monthly basis
• Monitor and track Learning Aligned Employment program administrative cost allowance to ensure funding is allocated where needed between employees on a monthly basis
• Assist in the reconciliation of Job Location and Development and Learning Aligned Employment funds on a monthly and annual basis
• Monitors monthly FWS funds used for student employees to ensure their FWS allocation allows for committed work hours.
• Assist the Director in preparing reports for the California Student Aid Commission to report administrative cost allowances

Administrative Office Operations

• Coordinates and/or performs office support for three HEERA Managers, fifteen professional staff members, six clerical/technical staff members, one financial literacy advisor, and approx. 16 peer advisors. These tasks include, but are not limited to the duties listed in the bullets below.
• Assists the Director and Associate Directors in performing a variety of highly confidential, administrative and operation duties.
• Assists the Director with difficult communication and situations involving students, parents, faculty, staff and administrators.
• Maintains a detailed calendar for the Director and assists the Director in all phases of budget planning and administration to ensure strategic and efficient use of resources; serves as the department's chief personnel and payroll specialist; and performs other duties as assigned.
• Responsible for payroll for entire staff , emergency temps and student assistants.
• Coordinates and monitor the tracking of performance evaluations for timely completion.
• Assists with travel arrangements, makes reservations, plans itineraries and handles travel vouchers. Travel includes conferences in-state and out-of-state, workshops, seminars and mileage reimbursements.
• Check emails for Presentation Request Forms and send email to staff asking for presenters; first come, first serve.
• Send confirmation emails with form to requesters and presenters.
• Coordinates the printing of Financial Aid publications, forms, flyers, business cards, appointment cards, fws forms, and brochures. Assures publication deadlines are met.
• Responsible for ordering of supplies and equipment.
• Participates in meetings, training and planning off-campus office retreats. Take minutes at all staff meetings.
• Works closely with IT on office computers and monitors regarding inventory control and working equipment. Places IT tickets for issues that arise regarding software and hardware, including new employee lines, moving rooms, phone problems, update directory, etc.
• Maintains all office machines to assure they are in working order, including printers, computers, shredders, scanners, Queue machine.
• Schedule all staff meetings
• Schedule any impromptu meetings requested and book rooms.
• Put in a request for shred bin pick up, when needed.
• Main point of contact for Facilities
• Manage procurement card expenses
• Manage and track purchase orders for the office
• Serve as backup notary for Enrollment Management
• Train and assist other Enrollment Management ASC staff as needed

Payroll

• Request all absence request forms and CTO forms.
• Staff timesheets-send out email to report hours on PeopleSoft and due date. Confirm that staff submitted hours and matches payroll tracker
• Coordinate with Payroll Services to report final hours for staff who separate from the university.
• Email Payroll Lead in Enrollment Management the payroll tracker every month and provide copies of special consultants and hourly employees time sheets. Inform if someone will need to be docked hours on paycheck.
• Monitors monthly FWS funds used for student employees in the department to ensure their FWS allocation allows them to work the full academic year.
• Train supervisors how to monitor and track hours and expenditures.
• Complete student listings and report them to payroll ( monthly hours, revised hours, and final hours)
• Keep student timesheets on file
• Track and report Special Consultants (days worked) and Hourly Hires (hours worked) report to payroll.
• Provide copies of student listings to FWS Lead
• Train and assist other Enrollment Management ASC staff as needed

Minimum Qualifications: Required Education and Experience

• Bachelor's degree and/or the 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.
• two years of related experience.

Required Qualifications

• Fully functional knowledge of and skill in standard office procedures and practices, as well as an ability to understand and operate in a variety of organizational structures.
• Thorough knowledge of English grammar, spelling, and punctuation and be able to clearly communicate orally and in writing.
• The ability to use and quickly learn new office support technology systems and software packages is also a prerequisite.
• Knowledge of program and policy research, analysis, development, evaluation, and/or operational and fiscal analysis related to an administrative specialty.
• Work requires applying a theoretical knowledge base to develop recommendations and conclusions.

Preferred Qualifications

• General knowledge and skills in the applicable administrative and /or program field with a foundational knowledge of public administration principles.
• Working knowledge of operational and fiscal analysis and techniques
• Working knowledge of budget policies and procedures
• Two or more years of experience working in a Financial Aid Office with budget analysis, administrative functions, and program specific knowledge of administrative cost allowances.
• Ability to work collaboratively and communicate effectively in a team environment.
• Ability to learn and work in a fast-paced environment.
• Experience with budget policy and practice, particularly in a Financial Aid Office

Compensation and Benefits:

Anticipated Hiring Range: $4,170 - $4,300 per month

Classification Salary Range: $4170 - $7545 per month

The CSU system provides a comprehensive benefit package that includes medical, dental and vision plans, membership in the California Public Employees Retirement System (CalPERS), sick and vacation time, and 14 paid holidays a year. Eligible employees are also able to participate in the fee waiver education program. A summary of benefit information can be found here.

Position Information:

Work status: Full-time/Exempt/Probationary

Schedule: Monday - Friday 8:00am - 5:00pm. Evening and weekends as needed.

This is an 'On-Campus Only' Recruitment. Qualified applicants must be current employees of CSUSB.

The application deadline is: April 11, 2023.

Conditions of Employment

Background Check

Satisfactory completion of a background check (including a criminal records check) is required for employment. CSU will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was conditionally offered the position.

Mandated Reporter

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.

I-9

CSUSB hires only individuals lawfully authorized to work in the United States. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. See Form I-9 Acceptable Documents at https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents.

COVID-19 Vaccination

CSU requires faculty, staff, and students who physically access campus facilities or programs to be fully vaccinated against COVID-19, which includes obtaining a COVID-19 booster dose, or declare a medical or religious exemption from doing so. Any candidates advanced in a currently open search process should be prepared to comply with this requirement. See policy at https://calstate.policystat.com/policy/11030468/latest.

Statement of Commitment to Diversity

In our commitment to the furthering of knowledge and fulfilling our educational mission, California State University, San Bernardino seeks a campus climate that welcomes, celebrates, and promotes respect for the entire variety of human experience. We welcome people from all backgrounds, and we seek to include knowledge and values from many cultures in the curriculum and extra-curricular life of the campus community. We will create, promote, and maintain activities and programs that further our understanding of individual and group diversity. We will also develop and communicate policies and promote values that discourage intolerance and discrimination.

California State University, San Bernardino is proud to be an Affirmative Action/Equal Opportunity Employer. We recruit, hire, train, and administer all personnel actions without regard to race, ethnicity, religion, color, caste, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, socioeconomic status, genetic information, medical condition, disability, marital status, protected military or veteran status, or any other status protected by applicable law. This position adheres to CSU policies against Sex Discrimination, Sexual Harassment, and Sexual Violence, including Domestic Violence, Dating Violence, and Stalking. This requires completion of Sexual Violence Prevention Training within 6 months of assuming employment and on a two-year basis thereafter. (Executive Order 1096) For more information about Diversity & Inclusion at CSUSB, please visit https://www.csusb.edu/human-resources/diversity-inclusion

Closing Statement:

Reasonable Accommodation

We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact the Office of Employee and Labor Relations by phone at (909) 537-5138 or by email at employee.relations@csusb.edu

Smoking

CSUSB is a smoke and tobacco-free campus. See policy at https://calstate.policystat.com/policy/6591951/latest/.

Clery Act

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 San Bernardino Annual Security and Fire Safety Report is available at: https://www.csusb.edu/clery-act


To view full description and to apply, visit: https://www.csusb.edu


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