Budget and Office Support Analyst

$63,276 - $114,444/Yr

California State University - Long Beach, CA

Full-time - Mid Level

Long Beach, CA

Educational Services

About the position

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 Budget and Office Support Analyst. 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. This position is crucial in managing the External Relations and Communications (ERC) Division budget, tracking and monitoring systemwide strategic initiatives, goals, and projects, and supporting various projects, initiatives, and meetings for the ERC Division. As a Budget and Office Support Analyst, you will receive specific direction on all budget and financial matters, including preparing, coordinating, monitoring, and analyzing budget details. You will work closely with the CO Systemwide Budget Office to review and explain department funding requests and future funding needs. Your role will involve monitoring and tracking current spending to ensure the division remains within its set budget, and collaborating with the ERC senior leadership team to identify weaknesses and make recommendations based on budget analysis and reports created in Data Warehouse. In addition to budget management, you will provide guidance, support, and training to ERC senior leadership, Confidential Administrative Support, and Administrative Assistants regarding budget-related issues and concerns. You will assist the Director of Operations with systemwide and interdepartmental projects, plan and prepare for meetings and events, create and administer surveys, and prepare complex reports. This position also requires maintaining an awareness of the division's priorities and understanding the functions of the office in relation to departments in the division and other units within the Chancellor's Office, campuses, and external interest groups.

Responsibilities

• Provide support to the Director of Operations on the division budget and fiscal matters.
• Process and review departmental contracts and yearly subscriptions.
• Assist in the preparation of quarterly lobbying disclosure reports for the ERC division, Chancellor, and Board of Trustees.
• Prepare monthly budget reports and projections of current and anticipated needs.
• Provide monthly recommendations about financial planning and budget analysis to the Director of Operations.
• Work closely with the CO budget department as the main point of contact for assisting with the budget portion of the recruitment process.
• Research budget issues and recommend cost containment measures.
• Assist the Director of Operations with office moves and division space needs and allocation.
• Serve as the Inventory Coordinator for the VC Office's equipment.
• Create and administer division surveys and prepare complex reports.
• Collaborate closely with the Director of Operations to assist with planning and preparing logistical needs for meetings and events.
• Provide general administrative support including answering phones, greeting visitors, and scheduling meetings.

Requirements

• A Bachelor's degree in a related area and a minimum of five years of progressively responsible experience in a complex organization OR equivalent combination of education and experience.
• Experience in working with complex budgets and spreadsheets.
• Proficiency with Microsoft Excel, Word, Outlook, and PowerPoint.
• Strong analytical and organizational skills with impeccable attention to detail.
• Demonstrated experience working with complex budgets, including analyzing, evaluating, monitoring, and tracking funds.
• Ability to complete multiple projects/tasks simultaneously with competing deadlines.
• Excellent project management skills.
• Ability to work with all levels of management and staff.
• Effective interpersonal, written, and verbal communication skills.
• Ability to collaborate with others and work as part of a team.

Nice-to-haves

• Experience supporting a senior executive is preferred.
• Experience in higher education is preferred.
• Experience working with Peoplesoft and Data Warehouse.

Benefits

• Dental insurance
• Health insurance
• Outstanding vacation plans
• Fee waiver education program
• Membership in the California Public Employees Retirement System (PERS)
• 15 paid holidays a year