5465 Coop Account/Budget Coordinator - Administrative Support Coordinator II

California State University, East Bay - Hayward, CA3.9

Cal State East Bay

The starting salary will be between $3,600.00/month to $3,800.00/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, 13 paid holidays, one personal holiday and tuition fee waiver.

For more information on the benefits program, please visit http://www.csueastbay.edu/af/departments/hr/benefits/index.html

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). With an enrollment over 15,800 students, 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.

This position will serve as the account/budget coordinator to the Education Administrative Support Cooperative (Ed Coop), which offers administrative support to the Departments of Educational Leadership, Education Psychology, and Teacher Education.

The primary duties of this position will be to provide accounting & budget support for TED and EPSY in the following tasks: tracking state-side and Trust Fund operating budgets and expenses; travel expense claims, check requests, and expense reimbursements; and purchasing. The incumbent will be responsible for a wide variety of duties requiring close attention to detail and customer service. Additionally, the incumbent will lead a Budget Assistant in training and instruction as needed and will operate independently on a wide variety of duties requiring judgement, initiative, independence and the ability to handle confidential information with discretion and sensitivity. Other responsibilities will include general support for the Ed Coop staff as needed.

RESPONSIBILITIES:Department Operating Expenses & Scholarship Budgets:
Maintains extensive State-side & Trust Fund budget spreadsheets for TED & EPSY departments
  • Allocates expenses according to university policies and procedures
  • Allocates monthly Procurement Card (PC) apportionments
  • Analyzes budget and forecasts expenses
  • Creates customized reports (e.g., year-end and multi-year comparisons)
  • Plans and coordinates accounting & budget transactions
  • Reports budget allocation and quarterly progress to Chairs
Track & Reconcile expenses & allocations
  • Investigates and resolves discrepancies
  • Requests adjustment transfers when needed
Verifies, tracks, and reconciles Trust Fund accounts
  • Issues check requests to release scholarship funds
Travel, Purchasing, & Payroll:
  • Verifies and processes completed travel packets for faculty & students; including expense claims, check requests, and expense reimbursements
  • Reviews, approves, and processes purchase requests for ordering office supplies, furniture, equipment, electronics for TED & EPSY
  • Manages and maintains semi & monthly pay warrant logs
Administrative Coordinator:
  • Works closely and in cooperation with department chairs; CEAS Budget Analyst; and other University staff to manage various budget accounts; and works as an ED Coop team-member assisting with Ed Coop phone lines and walk-ins
  • Manages and processes confidential documents and spreadsheets; maintain secure electronic archives for files and folders in all areas of duties
  • Creates and maintains process guides for primary duties
Lead Responsibilities:
Works closely with Budget Assistant, providing direction in work load and completion
  • Training, instructing and delegating as needed in areas of travel, purchasing and payroll
Other temporary duties as required by the Dean or Associate Dean

Requires a 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. Additionally, incumbents are expected to have a 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.

These qualifications would normally be obtained through a high school program, technical/vocational program, or their equivalents combined with several years of related office work experience.

Equivalent of one to three years of experience working with accounts, ledger, bookkeeping or finance. Equivalent amounts of graduate level job related education may be substituted for the required experience PLUS Equivalent to graduation from a four-year college or university in accounting, public or business administration, or a job related field.

Equivalent to two years of progressively responsible financial record-keeping experience and/or any equivalent combination of education and experience which provides the required knowledge and abilities.

Thorough knowledge of financial record-keeping, mathematical and general office methods, procedures, and practices. Must be able to apply accounting procedures and practices to the analysis of basic accounting problems; analyze and interpret accounting data; apply problem solving techniques in finding solutions to basic accounting problems; understand and apply applicable rules, regulations, policies, and procedures; use current computer word processing and spreadsheet software programs, web browsers, query tools, integrated financial systems and/or other types of records management systems, such CMS Financials; work independently; and make sound decisions and recommendations regarding accounting activities. Ability to handle multiple deadlines and work under pressure in a professionally manner.

Ability to independently coordinate, prioritize and monitor workload. Ability to prioritize and manage workload effectively and efficiently. Ability to work effectively with a variety of people in a multi-functional office environment. Ability to handle confidential information with discretion and sensitivity. Ability to provide information to staff, faculty, students, senior campus officials, outside agencies, and community members in a courteous manner with emphasis on customer service. Highly organized and detail-oriented both in a psychical and virtual environment. Proficient in the following programs: Microsoft Office Suite, Google Sheets, and Gmail/Outlook.

Self-initiating. Strong accounting, bookkeeping and math skills. Strong interpersonal skills. Strong time-management skills. Strong written and oral communication skills. Thorough knowledge of financial record-keeping, mathematical and general office methods, procedures, and practices. Thorough knowledge of university-budget policies and procedures. Advanced skill level in using Excel, Word and Adobe Live Cycle. Experience with integrated financial systems, such as Oracle (PeopleSoft), including General Ledger, Accounts Payable, Asset Management and queries. Experience with or exposure to general ledger account reconciliations. Knowledge of the following programs: SharePoint, Oracle. Working knowledge of CSU policies and procedures, governmental accounting principles and practices, or other University exposure.

In addition to the standard Cal State East Bay application, please submit a:

1. Cover letter
2. Resume
3. List of three (3) or more professional references

Resumes alone will not be accepted in lieu of a completed online application.

To apply on-line, please go to www.csueastbay.edu/jobs. If you are a first time user, you must register, create a user ID and password, fill in your basic information, save and click on the position you are interested in, click on the "Apply Now" button to begin the online application.

This position will remain open until filled and may close without further notice.

Applicants will receive a confirmation of receipt via automatic email reply regarding their application materials. In addition, all applicants who were not selected will receive email notification at the conclusion of the recruitment process. Please be patient as this process may take several weeks.

This is a position with supervisory/lead responsibilities, subject to completion of the University on-line Sexual Harassment training as a condition of employment.

Satisfactory completion of a background check 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.

All California State University campuses, including Cal State East Bay, are smoke and tobacco-free. For more information, please visit our website at http://www.csueastbay.edu/smokeandtobaccofree/

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 at: http://www20.csueastbay.edu/af/departments/upd/campus-security-report.html

All Cal State East Bay employees are considered mandated reporters under the California Child Abuse and Neglect Reporting Act and are required to comply with requirements set forth in the CSU Executive Order 1083 as a condition of employment.

Cal State East Bay is not a sponsoring agency for Staff or Management positions.

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.

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