Assistant Director, Finance And Administration (530366)

Description

Chancellor's Office Statement

Join our team at the California State University, Office of the Chancellor, and make a difference in providing access to higher education. We are currently seeking experienced candidates for the position of Assistant Director, Finance and Administration. The CSU Chancellor's Office, located on the waterfront adjacent to the Aquarium of the Pacific in downtown Long Beach, is the headquarters for the nation's largest and most diverse system of higher education. The CSU Chancellor's Office offers a premium benefit package that includes outstanding vacation, health, and dental plans; a fee waiver education program; membership in the California Public Employees Retirement System (PERS); and 15 paid holidays a year.

Salary

The anticipated salary hiring range is up to $7,917 per month, commensurate with qualifications and experience.

The salary range for this classification is $4,583 to $14,713 per month.

Classification

Administrator II

Position Information

The California State University, Office of the Chancellor, is seeking an Assistant Director, Finance and Administration to responsible for managing IP operational services, which include principal advisor to the Executive Director on the annual budget; financial and budgetary oversight of IP transactions; consultation and assistance to the Executive Director on global human resource activities; organizational effectiveness; and technology and application support for overseas study centers. In consultation with the Executive Director, the Assistant Director oversees the strategic, financial, and operational planning for IP and operations of the seven overseas centers in support of its mission, vision, and values.

Responsibilities

Under the general direction of the Executive Director, International Affairs, the Assistant Director, Finance and Administration will perform duties as outlined below:

Accounting, Budgeting, Forecasting And Financial Reporting

• Serve as the principal advisor to the Executive Director on the annual budget.
• Manage all financial operations, including budget, financial accounting, accounts payable, receivables, payroll, contracts, overseas banking, financial audit for the program and seven (7) overseas study centers.
• Oversee the monthly reconciliation, including FileMaker, Fiscal Reports, Cash Reconciliation, OneCard, etc.
• Establish internal controls and policies and procedures governing all financial operations. Train support staff on policies and procedures and ensure compliance with State, University, and Foundation policies and procedures.
• Manage the transition of the program shadow accounting system to the CSU enterprise system.
• Responsible for mid-year and year-end close process and reporting. Work closely with the Division Director of Operations on the annual budget process and year-end closing. Informs Division of budget issues or constraints that need to be addressed.
• Prepare timely and accurate monthly financial reports comparing actual expenditures to budget. Identify budget risks and opportunities for savings.
• Manage all related financial workflows, including review and approval of all IP purchases.
• Ensure fiscal transactions and expenditures comply with the State, CSU and Chancellor's Office policies and procedures.
• Develop an annual operating budget, mid-year and annual forecast, including the development of detailed accounts supporting IP study centers' activities and initiatives.
• Monitor, track, and generate monthly to year-to-date fiscal expenditure reports, Analyze and recommend spending patterns, including negotiated global faculty and staff salaries, supplies, and services.
• Oversee cash flow planning and ensure availability of funds as needed.
• Maintain accurate accounting for fund balancing cash accounts. Ensure financial transactions conform to State and Chancellor's Office regulations and make necessary corrections.

Management And Operations

• Oversee overseas leases, inventories, and banking authorizations.
• Preliminary review contracts and ensure compliance with University procurement policies and procedures.
• Provide leadership to Student Financial Services Specialist, with accountability for results. Manage the staff to ensure that work is properly allocated and completed in a timely and accurate manner and guide overall department priorities.
• Analyze internal operations for the program and study centers and identify process enhancement areas and growth opportunities.
• Develop actionable operational, financial, and strategic plans that ensure alignment with short-term and long-term objectives.
• Primary contact for campuses for the appointment of Resident Directors, onboarding, and visa process.
• Coach Student Financial Services Specialist and overseas study center staff in developing efficient and effective departmental processes.
• Develop department policies, procedures, and practices to maintain appropriate internal controls and quality customer service.
• Involved in implementing new functionality and upgrades to internal databases such as Academic Database, Exchange Database, Terra Dotta System, FileMaker, and Smartsheet.
• Provide advice to the Executive Director, Resident Directors, and Program Coordinators on financial matters, and interpretation of Chancellor’s Office and State policies and regulations.
• Oversee the overall record retention ensuring compliance with the host country and CSU document retention policy.

Global Human Resources And Operations

• Assess and coordinate essential technology and training needs for overseas operations to meet IP short- and long-term goals.
• Manages the information requirements of the study center, to include academic and business needs, including setting up SharePoint intranet site and Canvas.
• Manage personnel practices to ensure compliance with in-country labor laws and other legal affairs.
• Coordinate regularly with on-site labor consultants regarding contract status to ensure contracts are renewed timely and payroll is processed accurately and timely.
• Coordinate processing of staff and faculty US and/or in-country contracts ensuring compliance with labor law.
• Manage personnel issues guiding sensitive performance issues and work with Director and employee’s supervisor to develop the best course of action while ensuring compliance with in-country labor laws.
• Manage the recruiting, selection, and on-boarding processes for overseas staff and faculty. Work with Director and on-site team to ensure the selection of the right candidates for all positions.
• Support a culture of belonging and inclusion in which all team members feel valued and recognized.

Special Projects And Other Duties As Assigned

• Provide general assistance to the IP staff as needed for the effective and efficient operation of the department, including serving as a resource in IP fiscal transactions.
• Other duties as assigned.
• Work collaboratively with IP Assistant Directors and staff in support of IP goals and initiatives.

Qualifications

This position requires:

• Experience managing day-to-day office operations, including the development and maintenance of office procedures, and project management.
• Demonstrated strong ability to acquire, allocate, and optimize the use of fiscal resources.
• Demonstrated working knowledge of internal control concepts and techniques.
• Thorough knowledge and experience in analyzing problems and complexities associated with automated financial systems and PC software. Includes skill in the collection, evaluation, and interpretation of data to develop sound conclusions and make appropriate recommendations.
• Proven ability to work collaboratively and effectively communicate with an ethnically and culturally diverse community.
• Strong sense of service orientation with a proven ability to balance customer service, controls and compliance. Ability to develop creative solutions in situations where many variables are constrained, and the initiative to constantly improve the department.
• A Bachelor’s Degree from an accredited four-year university with a focus in business, accounting, or related field.
• A minimum of six years of progressively responsible experience in finance and administration in higher education. Including professional budget experience in budget development, preparation reconciliation, financial analysis, management of complex budgets or related experience.
• Demonstrated ability to be innovative, applying experience, knowledge and judgment to situations.
• Strong background in accounting, budget, student financial accounting, and management.
• Demonstrated ability to analyze complex information and formulate logical and objective conclusions and action plans. Ability to articulate analysis, options and conclusions orally and in writing.
• Competency in Microsoft Office Suite including Word, Excel, PowerPoint, and Outlook.

Preferred Qualifications

• Demonstrated ability to maintain strict confidentiality in all matters and perform a wide range of duties that require tact, sensitivity, independent judgment, diplomacy, flexibility and discretion.
• Knowledge of international labor law.
• Experience in electronic payment processing application such as Cashnet/Higher One. Experience in enterprise accounting software such as PeopleSoft.
• Working experience with Smartsheet, Adobe Sign and Adobe Creative Suite.
• Demonstrated leadership and team building skills with the ability to lead and supervise staff.

Application Period

Priority consideration will be given to candidates who apply by August 8, 2023. Applications will be accepted until the job posting is removed.

How To Apply

Please click "Apply Now" to complete the California State University, Chancellor's Office online employment application.

Equal Employment Opportunity

The university is an Equal Opportunity Employer and does not discriminate against persons on the basis of race, religion, color, ancestry, age, disability, genetic information, gender, gender identity, gender expression, marital status, medical condition, National origin, sex, sexual orientation, covered veteran status, or any other protected status. Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose by contacting the Senior Human Resources Manager at (562) 951-4070.

Title IX

Please view the Notice of Non-Discrimination on the Basis of Gender or Sex and Contact Information for Title IX Coordinator at: https://www2.calstate.edu/titleix

E-Verify

This position requires new hire employment verification to be processed through the E-Verify program administered by the Department of Homeland Security, U.S. Citizenship and Immigration Services (DHSUSCIS)' in partnership with the Social Security Administration (SSA).

If hired, you will be required to furnish proof that you are legally authorized to work in the United States.

COVID19 Vaccination Policy

Per the CSU COVID-19 Vaccination Policy, it is strongly recommended that all Chancellor’s Office employees who are accessing office and campus facilities follow COVID-19 vaccine recommendations adopted by the U.S. Centers for Disease Control and Prevention (CDC) and the California Department of Public Health (CDPH) applicable to their age, medical condition, and other relevant indications.

Mandated Reporter Per CANRA

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.

Conflict of Interest

The duties of this position will include participation in decisions that may have a material financial benefit to the incumbent. Therefore, the selected candidate will be required to file Conflict of Interest Form 700: Statement of Economic Interest when they first occupy the position, and on an annual basis, complete ethics training within 6 months of appointment, and attend this training every other year thereafter.

CSU Out of State Employment Policy

California State University, Office of the Chancellor, as part of the CSU system, is a State of California Employer. As such, the University requires all employees upon date of hire to reside in the State of California. As of January 1, 2022, the CSU Out-of-State Employment Policy prohibits the hiring of employees to perform CSU-related work outside the state of California.

Background

The Chancellor's Office policy requires that the selected candidate successfully complete a full background check (including a criminal records check) prior to assuming this position.