Business Operations Analyst-ASI

Application Procedure:

Please click on the link to apply to the position:   Business Operations Analyst

Be sure to submit a cover letter and resume along with your online employment application. For questions or if you experience any difficulties with the online application process, please contact CSUSM Corporation Human Resources at hrcorp@csusm.edu.

• Bachelor’s degree in business, human services, public administration, or a similar field
• Minimum of four (4) years job-related experience
• Ability to demonstrate an awareness and appreciation of the cultural diversity of the University community and establish & maintain cooperative and effective relations with University employees, students, and public
• Ability to effectively handle interpersonal interactions and highly sensitive interpersonal situations at all levels
• Excellent organizational skills necessary to handle multiple tasks, achieve results, and expedite projects
• Ability to work in a demanding environment with constantly changing priorities
• Ability to work in an environment with regular disruptions, due to customer service needs
• Experience developing and negotiating legal instruments such as contracts or licenses
• Experience with procurement, accounts payable and accounts receivable proven practices
• Knowledge of basic accounting principles and financial record keeping procedures necessary to monitor and reconcile accounts
• Working knowledge of budget policies and procedures
• Experience monitoring and reconciling budgets and advising of any problems
• Ability to run reports from a centralized accounting system and extrapolate and compare relevant data
• Ability to identify financial errors and discrepancies, research, and rectify problems
• Ability to handle confidential documents and materials
• Ability to draft and compose correspondence and standard reports
• Ability to develop processes, document business processes guides and keep up-to-date
• Ability to provide training to staff and student employees
• Thorough knowledge of office systems and ability and willingness to use and learn a broader range of technology, systems, and packages such as MS Office (Excel, Word, and PowerPoint), Microsoft Outlook for email and calendaring, SharePoint, PeopleSoft Financials to prepare documents, spreadsheets, publications and reports
• Ability to work in an environment with regular disruptions, due to the student services focus of the position
• Excellent listening, verbal, and written communication skills
• Demonstrated ability to adapt to a constant changing relationship each year with a new Board of Directors

• Master’s degree in Business Administration, Public Administration, higher education
• Experience in an academic setting, with an emphasis on fiscal and/or services management; experience with PeopleSoft Financial software applications
• Understanding of student development theory and implications for practice
• Experience assessing student needs and developing outreach efforts which actively engage students from diverse backgrounds, including both residential and commuter students
• Experience providing engaging student-centered training
• Ability to effectively collaborate with campus departments with shared business services goals
• Ability to initiate and support innovation with creativity, openness to change, flexibility, sense of humor, responsiveness, and future focus

Other Employment Requirements

• This position is subject to a criminal background check and the incumbent must pass and hold a satisfactory outcome at all times.
• 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.
• Must participate in CSUSM Corporation, CSU and university-wide trainings as required.

ProCard Liason

• Serve as the ASI main contact for ProCards questions
• Train all ProCard users including new users and current users annually
• Troubleshoot declined cards, fraud issues, and credit limits in collaboration with CSUSM ProCard administrator
• Verify weekly and monthly ProCard payments with CSUSM procurement
• Maintain ProCard Statements
• Maintain ProCard Manual and all related ProCard Forms
• Conduct ProCard statement reconciliations
• Safeguard all ProCard personnel data and maintain cardholder accounts
• Process conflict of interest forms for all ProCard holders

Travel Coordinator

• Serve as the main contact for ASI Travel questions
• Train ASI employees on the Travel Process and forms
• Review and audit all travel packets of ASI paid travel
• Revise and maintain travel manual and all related forms
• Work with CSUSM Accounts Payable to process travel advances, and reimbursements paid to employees and students
• Trouble shoot travel related purchases with ProCards and reimbursements

Procurement Support

• Maintain all ASI guidelines and forms including hospitality and business gift card purchases
• Manage Agreement process: maintain electronic forms up to date (example: request form, payment forms, Payee data 204 forms, agreement, insurance documentation), document business process, train and assist programming staff with agreement execution, new vendor/performer set up into PeopleSoft, request payments from CSUSM Accounts Payable, confirm services and payments, and reconcile all performer agreement files
• Accounts Receivable: Create ASI invoices, obtain approvals on invoices, track and follow up on monthly A/R payments, reconcile accounts receivable and maintain back up documentation

B. Financial Services Support

• Assist in the identification, analysis and correction of ASI budget variances
• Analyze invoices to determine that charges are accurate, within the agreement scope and that previous payments and remaining balances correspond with accounting and records
• Provide direction to the ASI staff for all spending processes
• Perform special budget or accounting analysis functions as required
• Assist in performing “what if” analyses of the ASI budget to aid in fiscal contingency planning
• Prepare documents and forms for annual budget development and annual audits
• Participate and assist in the preparation of assigned budget; attend budget meetings; monitor expenditures and recommend budgetary adjustments
• Prepare financial spreadsheets, expense reports and budget projections
• Set up new funds or dept ID numbers according to established documented procedures
• Prepare year-end closing entries for assigned programs; make adjusting entries to all accounts; prepare transfer request entries to close books
• Track trends in specific revenues or expenses and project annual totals or long-term trends
• Update and maintain budgetary reports
• Prepare reports and analyses of fiscal related information for use in decision making by Executive Director and Board of Directors
• Analyze budgetary data, project expenditures and provide recommendations and conclusions based on operation and fiscal analyses
• Maintain Master Budget spreadsheet during the Finance Board budget allocation meeting
• Assist in monitoring and reconciling of ASI department budgets with PeopleSoft Report Manager

C. General Administrative Support

• Oversee ASI front desk operations including cash box reconciliations and supervision of student assistants
• Document department business processes
• Compose, develop, and prepare a wide variety of reports, letters, memoranda and statistical charts and spreadsheets, type reports, letters and memoranda from rough draft form or verbal dictation
• Research and compile statistical data for various reports and provide information and assistance to Executive Director and Board of Directors
• Assist with audits; annually with external audit, on a three-year cycle for the internal audit, and others as necessary
• Maintain ASI Policies and Procedures, review current policies and procedures and determine updates and needs for new ones
• Coordinate training efforts for the ASI; assess opportunities and disseminate information
• Prepare reports and proposals, as directed
• Attend conferences and seminars, as directed
• Serve on university committees, as directed
• Oversee record retention, inventory, and asset controls
• Assist personnel on special projects
• Maintain Corporate Office machines and prepare work request with CSUSM facilities
• Attend University Budget Forums and Partners in Campus Business Operations (PCBO) meetings
• Attend Board of Directors’ meetings upon request
• Serve as the ASI liaison to University Finance and Business Services when requested
• Maintain the Donation Log and prepare donation letters
• Maintain financial and compliance webpages
• Perform other job-related duties and special projects as assigned

Supervision: