Budget Analyst - Administrative Analyst/Specialist Exempt II (499579)

  • Cal State University (CSU) East Bay
  • Hayward, California
  • Jun 01, 2021
Full Time Accounting and Finance Administrative Analysis and Research Clerical and Administrative Support

Job Description


Salary and Benefits

The starting salary will be between $4,693.00/month and $5,500.00/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 https://www.csueastbay.edu/hr/benefits/index.html

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

The College of Science Office is the administrative center for the ten departments and one school in the College of Science (CSCI). The office staff provides administrative support for most functions of the College. The Budget and Data Specialist will develop, maintain and update a centralized budget accounting system for all funds housed in the College. The incumbent will develop and manage detailed reports for tracking grants, professional development and contract benefits. This individual will be responsible for overseeing all financial recordkeeping and data management for all CSCI departments, programs, and activities, providing training, consulting and assistance to faculty and administrative staff regarding their budget, finance and procurement/purchasing duties and preparation of finance-related documentation.


Budget Tracking, Analysis and Reporting
  • Develop financial databases for the college and maintain complete budget records for all accounts, including general funds, A2E2, Educational Foundation, Extension programs, and grant programs housed within the college
  • Approve procurement card statements for the assigned departments.
  • Oversee the checking of all expenditures from departments to determine if accounts are accurate and funds are available.
  • Oversee the accurate logging of all expenditures on the college accounting system.
  • Review Financial Detail Reports monthly, identify actual or potential problems, and recommend corrective or preventative actions.
  • Develop financial statements or reports.
  • Generate budget projections as well as predict the effect of changes in operating programs, particularly as they relate to existing University regulations.
  • Ensure that all budget transfers are correctly made into college allocations, and prepare budget transfers to departments.
  • Oversee the expenditure transfers to different funds.
  • Respond to inquiries about and verify College and University policies and procedures as they relate to budgetary matters.
  • Compile other statistical reports on an ad-hoc basis.
  • Make statistical reports for the Dean's presentation to the College Council.
  • Oversee grants and contracts and their reimbursements. Provide detailed analysis, monitoring and tracking of expenses in all CSCI Grants and Contracts funds housed in ORSP.
  • Ensure that all assigned time reimbursements are properly billed and recorded in the appropriate college fund.
  • Oversee check request processing relative to the Educational Foundation accounts.
  • Oversee and manage budgets for CSCI special projects such as MSTI, Course Redesign Grants, Digital Systems and Chilean Summer Camps.
  • Provide detailed analysis, monitoring, and tracking of expenses in all CSCI programs run through University Extensions.
  • Maintain the College financial database as accurately as possible, reconciled with CFS and HR compensation.
  • Oversee and manage the College of Science current and long-term budgetary planning and management for both revenues and expenses in alignment with the Academic Affairs strategic plan and other funding sources agreements.

Faculty/Staff Position Data Entry and Monitoring
  • Review electronic Faculty Assignment Form (eFAF) for complete and accurate information, including budget numbers; notify department of any corrections or adjustments prior to forwarding to Associate Dean.
  • Calculate salary and time bases for faculty appointments.
  • Determine costs of appointments and changes, reconcile dollar amounts against allocations and notify College Dean/Associate Dean and department chairs of overruns.
  • Reconcile salary related issues (cost of lecturer, academic fixed salaries) against HR compensation.
  • Prepare reports for the Dean.
  • Serve as backup for eFAF and eSAF processing and interaction with the departments.
  • Gather information relative to the actual and projected department reimbursement and non-reimbursement assigned time.

Department Faculty and Support Staff Relations
  • Facilitate and/or provide budget-related mentoring and training including CFS and university accounting procedures for departmental and college faculty and staff, including new hires.
  • Answer all queries involving department, program, or grant financials.
  • Build and maintain positive relationships with all constituents, including co-workers.
  • Support special initiatives of the Dean and Associate Dean as needed.

Miscellaneous Duties
  • Attend campus-wide budget meetings.
  • Serve on college and campus committees as assigned.

Required Qualifications

Work is timely, efficient, and of acceptable quality. Completed work meets project/program objectives. Flexibility, adaptability, and decisiveness are exercised appropriately. Plans and conducts functional technical activities for projects/programs. Identifies, analyzes, and resolves complex/difficult problems. Independently identifies and resolves conventional problems which may require deviations from accepted policies or instructions. Adapts existing plans and techniques to accomplish complex projects/programs. Recommends improvements to the design or operation of systems, equipment, or processes. A helpful, courteous, and friendly attitude is routinely expected in all interactions.

Ability to work with a diverse groups of students, faculty and staff. Proficiency with Microsoft Word, Excel, PeopleSoft, and Data Warehouse. Knowledge of University policies and procedures and curriculum. Ability to work with University offices to facilitate accurate and timely project completion.

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

Bachelor's Degree in Accounting, Finance, or a related field and (3) years of experience in the maintenance and review of budgetary and fiscal records including experience with computer based accounting systems.

Condition(s) of Employment

Satisfactory completion of a background check 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.

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 http://www.csueastbay.edu/smokeandtobaccofree/

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: http://www.csueastbay.edu/upd/safety-and-security-reports.html


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.

Closing Date/Time: Open until filled

Job Address

Hayward, California 94542 United States View Map