Business Operations Specialist (499676)

  • Stanislaus State
  • Turlock, California
  • Sep 28, 2021
Full Time Clerical and Administrative Support

Job Description

Description:
    • Position Summary
    • (Classified as: Administrative Analyst Specialist, Exempt I)

      Full-time position available on or after May 24, 2021 for Athletics.

      Under the general supervision of the Director of Athletics and in collaboration with the Senior Associate Athletic Director, the Business Operations Specialist supports Athletics operations in the following areas: budget and finance, system and internal controls, special events and general administrative operations across the department. The incumbent provides program leadership for all technical and systems (PeopleSoft, Concur, databases, purchase orders) data review and analysis, development and implementation of complex technical operations related to department financials, revenue collection and reconciliation and specialized data reporting.

    • Job Duties
    • Duties include but are not limited to:
      • Working closely with the Student Affairs Senior Budget Analyst the incumbent plans, organizes and directs the systems and procedures that support the financial management of the department. Responsible for financial planning, budget development, and account management.
      • Provide complex budget analysis work; assist in the preparation of the Athletics budget submission, mid-year budget reports, budget reduction scenarios and special event budget creation/reconciliation.
      • Prepare, analyze, and interpret budget reports, make budget projections and examine documents for conformance to established policies and procedures. Issue monthly reports and ad hoc reports as requested.
      • Provide step by step instructions to coaches/staff and answer questions regarding budgets (i.e., special events, athletic general and trust accounts, etc.) and financial procedures (i.e. contracts, procurement, requisitions, travel etc.).
      • Provide monthly analysis of all athletic financial accounts for coaches and staff.
      • Monitor and work with staff to ensure appropriate chain of custody is followed for cash handling and reconciliation to maintain good business and GAAP practices. Monitor and review transactions with ABS relating to Athletics to resolve problems before they occur. Work closely with coaches/staff and Financial Services to create steady cash flow for all accounts (both revenue and expenses).
      • Research Athletics scholarships accounts in relation to general budget. Monitor for discrepancies and make necessary corrections and prepare financial reports for the scholarship dollars available for awards.
      • Initiate budget transfers, make journal entries, review transactions and consider the financial implications of decisions.
      • Other financial and budget related duties as assigned.
      • Assure proper recording and documentation of financial transactions.
      • Coordinate individual and team travel for the department serving as a lead travel custodian arranging the following: Concur travel requests, lodging and dining arrangements, documentation of travel, and monthly submission of post-card reporting. Delegate travel responsibilities to personnel as needed and approved by the Director.
      • Prepare monthly procurement card reports for designated individuals. Submit report by the monthly deadline.
      • Develop and implement a system for accountability for p-card and travel protocol. Update department policies and procedures as necessary.
      • Conduct analysis from a strategic and operational perspective, initiating, analyzing, and utilizing ARMS to create more efficient workflows and enhance the system's use for the department. Develop policies and procedures and provide training to the proper department staff.
      • Annually review campus and CSU system policies and guidelines. Update Athletics departmental procedures accordingly, implementing changes and providing training to department personnel as appropriate.
      • Annual review and update to the Athletics Policies and Procedure Manual. Distribute updated materials.
      • Campus reports; prepare and provide financial data for all audits. Prepare the EADA and NCAA reports annually.
      • Provide support and lead in running reports and queries from the various databases (i.e. Raiser's Edge, PeopleSoft and CFS).
      • Initiate purchase requisition requests for the department and make recommendations to refine processes to enhance data collection, efficiencies and internal controls
      • Oversight and reconciliation of financial processes, encompassing purchasing and travel to ensure compliance with procedure, timeliness of reporting and record-keeping.
      • Responsible for processing deposit paperwork. Work with appropriate staff member to ensure the deposit is made at the Cashier's Office and collect receipts. Serve as the liaison with ABS and cashiers as it relates to deposits and the Athletics cash bag.
      • Create and coordinate financial and general administrative database reports for internal and external clients (e.g. donor list, scholarship reports, monthly private donation summary reports, etc.), ensuring high level of data integrity.
      • Serve as financial reconciliation lead for special events including the planning, preparation and attendance of special events, in addition to providing budget reporting, documentation, gift receipting, and program oversight for all financial aspects of special events (e.g. Warrior Crab Feed, Golf Tournament, etc).
      • Assist Sr. Associate Director as needed with operations related to game day activity. This may include but is not limited to: ticketing assistance, student assistant oversight, game management, donor hospitality and set up or break down.
      • Other duties as assigned.

    • Minimum Qualifications
    • Education: Equivalent to a bachelor's degree OR a combination of education and experience which provides the required knowledge and abilities.

      Experience: Minimum of three years of administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs.

    • Preferred Qualifications

      • Three years of progressively responsible professional experience in a financial role with duties relating to finance, budgets, purchasing, travel, analytics, Procurement Cards, and/or payroll.
      • Strong analytical, critical-thinking and problem-solving skills.
      • Knowledge of the principles of governmental budgeting and accounting.
      • Knowledge of university's CashNet cash-handling procedures, reconciliation, and problem-resolution processes.
      • Knowledge of or ability to learn quickly the financial structure and financial procedures of the CSU.
      • Demonstrated ability to speak, write and communicate effectively.
      • Demonstrated experience in the compilation, review and monitoring of budgets, including making recommendations and resolving fiscal issues in the higher education setting.
      • Demonstrated strong service orientation and the ability to manage a high volume of work, ability to maintain confidentiality of sensitive data with attention to detail and adherence to guidelines.
      • Experience in an Intercollegiate Athletics Department.
    • Required Qualifications

      • General knowledge and skills in the applicable administrative and/or program field and a foundational knowledge of public administration principles, practices, and methods.
      • Knowledge of and ability to apply fundamental concepts.
      • Ability to analyze data and make accurate projections using business mathematics and basic statistical techniques.
      • Demonstrated ability to establish and maintain effective working relationships within and outside the work group and serve as a liaison for the organizational unit.
      • Working knowledge of and ability to apply standard theories, principles, practices, and techniques applicable to the program and/or administrative specialty to develop conclusions and make recommendations.
      • Thorough knowledge of policies, procedures, and outside regulations pertaining to the applicable program and/or administrative specialty.
      • Working knowledge of operational and fiscal analysis and techniques. Working knowledge of budget policies and procedures.
      • Ability to take initiative and independently plan, organize, coordinate, and perform work in various situations where numerous and diverse demands are involved.
      • Skill in the research, development and evaluation of policies and programs, including skill in the collection, evaluation, and interpretation of data to develop sound conclusions and make appropriate recommendations.
      • Expertise in investigating and analyzing problems with a broad administrative impact and implications. Ability to make independent decisions and exercise sound judgment.
      • Ability to anticipate problems and address them proactively.
      • Demonstrated ability to effectively interpret, organize, and present information and ideas in written or presentation form.
      • Ability to compile, write, and present reports related to program or administrative specialty.
      • Ability to train others on new skills and procedures and provide lead work direction.
    • Special Conditions

      • This position will occasionally/frequently be required to work in the evening and/or weekend with advance and/or short notice.

    • Salary Range
    • $3,897 - $7,051 per month plus excellent paid benefits. (Anticipated salary will be $3,897 - $4,287 per month, depending on the qualifications of the successful finalist.)
    • Compensation & Benefits
    • Commensurate with qualifications and experience. As a member of the 23-campus CSU System, we offer an extremely competitive benefits package that includes, but is not limited to, outstanding vacation, health, dental, and vision plans; a fee waiver education program; membership in the California Public Employees Retirement System (PERS); and 14 paid holidays a year. Link to (Bargaining Unit: 9) Benefits Summary: CSU Employee Benefit Summary
    • How to Apply
    • To be considered, qualified candidates must submit a completed Stanislaus State online employment application, cover letter, and resumé. Applications are accepted electronically only. Please note that failure to completely fill out each section of the online application may result in your application not receiving consideration. To apply online, please click the "Apply Now" button on this page.

      Applications will be processed in accordance with Article 9.3 of the CSU/CSUEU Memorandum of Understanding. Preference will be given to qualified individuals currently employed at CSU Stanislaus in bargaining units 2, 5, 7, and 9 except when it is determined that it is necessary to appoint outside applicants to meet the best interest of the campus by obtaining specialized skills and abilities not available from current employees.
    • Application Deadline
    • OPEN UNTIL FILLED; SCREENING TO BEGIN ON OR AFTER MAY 7, 2021 (Applications received after the screening date will be considered at the discretion of the university.)

    • Criminal Background Clearance Notice
    • Satisfactory completion of a background check (which includes checks of employment records, education records, criminal records, civil records; and may include motor vehicle records, professional licenses, and sex offender registries, as position requires) 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.
    • Additional Information
    • Campus & Area
      California State University, Stanislaus serves the San Joaquin Valley and is a critical educational resource for a six-county region of approximately 1.5 million people. The University is fully committed to creating a culture of diversity and inclusion - one in which every person in the University community feels safe to express their views without fear of reprisal. Widely recognized for its quality academic programs, the University has 10 nationally accredited programs and 662 faculty members. 94 percent of full-time faculty holds doctorates or terminal degrees in their fields. The University offers 43 undergraduate majors, 16 master's programs, 7 post-graduate credentials, a doctorate in education and serves more than 10,000 students. New instructional facilities have been built for the unique pedagogy of professional programs, laboratory sciences and performing arts.

      Stanislaus State continues to receive national recognition with its ranking as one of the best 384 colleges in the nation by The Princeton Review. The University was one of 12 public universities in the nation to be recognized by the American Association of State Colleges and Universities for demonstrating exceptional performance in retention and graduation rates. In addition, U.S. News and World Report ranks Stanislaus State in its top 10 among public universities in the West, while Washington Monthly honored Stanislaus State as the West's No. 1 university for the money. Stanislaus State also is recognized as a Hispanic-Serving Institution (HSI) by the U.S. Department of Education.

      Clery Act Disclosure

      Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the annual security report (ASR), is now available for viewing at https://www.csustan.edu/annual-campus-security-report. The ASR contains the current security and safety-related policy statements, emergency preparedness and evacuation information, crime prevention and sexual assault prevention information, and drug and alcohol prevention programming. The ASR also contains statistics of Clery Act crimes for Stanislaus State for the previous three years. A paper copy of the ASR is available upon request by contacting the office of the Clery Director located at One University Circle, Turlock, CA 95382.

      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. All qualified individuals are encouraged to apply. 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, revised 7/21/17, as a condition of employment.

      Applicants requiring necessary accommodations to the application process may contact the Human Resources Department at (209) 667-3351. California Relay Service is available at (800) 735-2922 voice and (800) 735-2929 TDD. As a federal contractor, we are committed to attracting a diverse applicant pool. Please consider completing the Voluntary Self-Identification of Disability form (your response will not be shared with the search committee) at: Voluntary Self-Identification of Disability PDF Form.

      CSU Stanislaus 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 document form upon hire.

    • The individuals who appear to be the best qualified for this position will be contacted by telephone or email for an interview.

      INFORMATION CONTAINED IN THIS ANNOUNCEMENT MAY BE SUBJECT TO CHANGE WITHOUT NOTICE

Closing Date/Time: Open until filled

Job Address

Turlock, California 95382 United States View Map