Department Lead, Administrative Services -- Administrative Analyst/Specialist - Exempt II (505304)

  • Cal State University (CSU) East Bay
  • Hayward, California
  • Oct 31, 2021
Full Time Administrative Analysis and Research Clerical and Administrative Support

Job Description


Salary and Benefits

The starting salary placement depends on qualifications and experience and is anticipated to be in the range of $4,693.00/month to $5,570.00/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

About Cal State East Bay

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.

About the Position

Under the general direction of the Director of Student Housing, Residence Life, and Dining Services this position provides budgetary, administrative and leadership support for the Housing and Commercial Services department. As such, the incumbent will be responsible for monitoring revenue and expenditures for the department and is expected to assist Student Housing with weekly monthly, quarterly, and year- end reports. This position will be responsible for developing and tracking the new fiscal year budgets with respective administrators within Student Housing. This position will be responsible for ensuring that the Student Housing department is compliant with CSU budget requirements and communicates to the departments on campus cost allocations. In addition, this position provides administrative support and will be responsible for driving processes, adapting policy standards, department wide communications, department goal planning, and on-boarding professional team members.


Maintenance, analysis, and reporting of Student Housing and Commercial Services budget
  • Performs expenditure and/or revenue analysis.
  • Responsible for departmental reports and training managers/staff to use Common Financial System (CFS) reporting systems.
  • Conducts monthly, quarterly, semiannually, and annual variance reviews of departments/funds.
  • Develops operational budget templates and forms.
  • Distributes area-specific budget reports to be sent out on monthly basis.
  • Ensures project costs with campus partners are correct and expensed to the correct account.
  • Adjusts department budgets annually based on revenues and changes to budgets.
  • Posts budget transfers as needed due to changing priorities and opportunities for increased funding to departments.

Provide budget development support to department managers
  • Projects end of fiscal year status for Operating Trust and enterprise funds as needed.
  • Projects and analyzes student fee collection.
  • Prepares projections of future support needs for programs in consultation with managers.
  • Assists with management of the campus reserve and makes allocations as directed by Management.
  • Ensures finance dashboard is being used by each manager for department accountability.
  • Conducts reporting training, budget development workshops, and generally keep managers informed of budget concerns that affect departmental budgets.
  • Creates & updates information, forms, presentations, and reports.

Position control tracking and calculation, allocation of compensation pool funding in support of bargaining unit and HR transactions
  • Tracks campus authorized and funded positions to ensure department's budgets reflect personnel changes over time.
  • Monitors new positions/hires that require funding.
  • Performs monthly Labor Cost Distribution (LCD) process.

Implementation of CSU Budget Memos, Monitoring Grant & Bond compliance.
  • Assists with Financial Information Record Management System (FIRMS).
  • Budget submission and interpretation of Budget Memos.
  • Ensures grant funding is spent from the correct account and fund.
  • Ensures that education code is adhered to.
  • Monitors grant & bond funding to ensure funds are spent effectively within time and usage constraints.

Unrelated Business Income Tax and Possessory Tax Assistance
  • Gathers information to assist in the compilation and review of data for the annual UBIT return, quarterly sales, and use tax returns.
  • Works with programs to ensure procedures adhere to UBIT and possessory tax needs
  • Works with programs to continue to develop procedures that satisfy needs of UBIT and possessory tax reporting
  • Serves as contact for department to answer any questions regarding UBIT or possessory information

Administration of Administrative Functions
  • Oversees department process calendar and identifies opportunities within the process calendar to improve department operations.
  • Oversees internal department policies and review of policies with updated landlord tenant, state, and Chancellor Office requirements.
  • Responsible for publishing and communicating policy changes through change management lens to the department and disseminating the information to support campus partners.
  • Monitors process calendar and adjusts to ensure department is on track with department wide processes.
  • Support department managers in reviewing and revising policies such as license agreement, emotional support animals, conduct, and community guides.
  • Oversight of department shared drive to ensure proper naming and archiving is happening on regular basis.
  • Supports department managers in allocating financial and staffing resources for the department to support the department wide process calendar.
  • Support department managers in the development of goals and objectives each year.
  • Development and maintenance of on-boarding program for all department employees working with manager/supervisor for integration into the department.
  • Responsible for setting up all department wide events such as all-staff meetings, campus wide trainings, and open houses.
  • Responsible for ensuring all-staff meeting notes are updated and disseminated appropriately to the department.
  • Responsible for developing and coordinating department wide retreats and leading the retreat committee.
  • Responsible for tracking professional development funds and updating opportunities for the department.

Liaison/Committee Work and Other Duties and Support Functions
  • Develops liaison relationships with other University departments to coordinate efforts where appropriate.
  • Assists with other budgetary needs for division cluster within Student Affairs.
  • Serves on University committees as appropriate.
  • Serves on Conference Review Team to develop facility plans for summer program.
  • Participates on Housing departmental task forces and committees as designated.
  • Serve as emergency back-up for other functional areas as needed (front desk, assignments, etc.).
  • Assists in documenting functional area policies and procedures and trains department staff in their implementation.
  • Assists with all aspects of transition, opening and closing periods as needed.
  • Responds to routine requests for information.
  • Refers specific questions and/or problems to appropriate university and department personnel.
  • Performs other duties as assigned.

Required Qualifications
  • Skilled in creating complex excel spreadsheets to display financial data that can be easily understood by non-accountants.
  • Knowledge of the principals and practices of governmental budgeting processes used in supporting different types of funding. Examples: general funds, bond funds, grant funds, enterprise funds, and auxiliary funds.
  • Ability to use automated financial systems, a variety of software tools including; MS Office programs, relational databases, graphic publishers, SOP software, and web development tools.
  • Ability to use Pivot Table to create complex reports with large data sets.
  • Ability to organize large amounts of reference data and to manage historical information for rapid access as needed.
  • Ability to interpret State and CSU financial memos and CPO's to determine their budget impact on the campus.
  • Knowledge of procedures for statistical analysis and the ability to analyze data and draw logical conclusions.
  • Ability to work independently as a self-motivated highly productive professional.
  • Ability to communicate effectively with others in presenting ideas and concepts both written and orally.
  • Ability to learn new processes quickly, assume responsibility and initiative, prioritize emerging issues and handle concurrent multiple deadlines/tasks.
  • Ability to handle sensitive information and maintain confidentiality.

Minimum Qualifications

Requires general knowledge and skills in the applicable administrative and/or program field with a foundational knowledge of public administration 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.

Preferred Skills and Knowledge
  • Three years working in an organization-level budget/finance office performing research and analysis and providing reporting services or an equivalent combination of education and experience.
  • Budget skills/experience in the CSU or other institution of higher education.
  • Experience using Oracle/PeopleSoft systems for financial and budget management, including query skills.
  • Experience using web development software to maintain a web site/page.
  • Prefer knowledge of CSU mandates for Self Operating departments with debt service.
  • Prefer knowledge of CFS standard chart fields used in FIRMS.
  • Preferred candidates will have attended higher education workshops on budgeting, accounting, bonds, and/or grants management offered by either higher education organizations or private entities.
  • Prefer graduate degree in business administration or public management.

Condition(s) of Employment

Satisfactory completion of a background check (including LiveScan, as appropriate), 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. LiveScan is conducted through the University Police Department.

EEO Statement

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.

Other Information

All California State University campuses, including Cal State East Bay, are smoke and tobacco-free. For more information, please visit our website at

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:


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

Mandated Reporter

The incumbent in this position may be considered a mandated reporter under the California Child Abuse and Neglect Reporting Act and will be required to comply with requirements set forth in the CSU Executive Order 1083 as a condition of employment.

CSU Vaccination Policy

CSU requires faculty, staff, and students who are accessing campus facilities to be immunized against COVID-19 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. The systemwide policy can be found at https://calstate.policystat. com/policy/9779821/latest/ and questions may be sent to

Closing Date/Time: Open until filled

Job Address

Hayward, California 94542 United States View Map