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Description: Office Coordinator / Budget Analyst Children’s Center Job #530963 Close Date: Tuesday, October 10, 2023 At Cal Poly Humboldt, bold hearts and open minds shape the future. Founded in 1913, Cal Poly Humboldt began as a small college for teachers. Today Humboldt has grown into a comprehensive university with rigorous science and liberal arts programs. Designated a polytechnic in 2022, Cal Poly Humboldt provides hands-on, impactful educational opportunities that lead to meaningful, measurable outcomes for the individual, for the state, and the world. Cal Poly Humboldt is proud to have nearly 6,000 students of all backgrounds spread across 61 majors, 13 graduate programs, and 4 credential programs - all of whom contribute passion and creativity within their fields and set the stage for a future grounded in equity and sustainability. Hands-on learning, inspired teaching, ground-breaking research, and thought-provoking creative activity happen daily at Humboldt. Cal Poly Humboldt is a Hispanic-Serving Institution that strives to foster an inclusive and equitable community to support our students of diverse backgrounds. We are committed to achieving the goals of equal opportunity and endeavors to employ faculty and staff of the highest quality committed to working in a multicultural and multiracial community that reflects the diversity of the state. Finding a better future is a task for the bold and open, the down-to-earth and visionary. Cal Poly Humboldt strives to cultivate these qualities in leaders, innovators, and scholars in every field. (Job #530963) Administrative Analyst/Specialist I - Non Exempt, Office Coordinator / Budget Analyst, Salary Range: $3,518 - $6,791 monthly. Hiring Range: $3,518 - $3,694 monthly. This is a full-time, benefited, non-exempt, 12-month pay plan permanent position with a one-year probationary period in the Children’s Center. This position comes with a premium benefits package that includes outstanding vacation, medical, dental, and vision plans, life insurance, voluntary pre-tax health and dependent care reimbursement accounts, a fee waiver education program, membership in the California Public Employees Retirement System (PERS), and 14 paid holidays per year. Additional benefits information can be found at https://hraps.humboldt.edu/employee-benefits . Position Summary: The Children's Center Office Coordinator/Budget Analyst is responsible for the full range of office coordinator, fiscal management and coordination of the administrative support functions for the CPH Children’s Center. The position provides lead work direction for 1-2 student employees working in the Office. The position functions independently with only general oversight provided by the Director. Key Responsibilities: Administrative Support (25%) Full range of secretarial, coordination and administrative support functions for the Children’s Center Independently respond to correspondence and submit monthly tracking reports for the Department of Education Provide program information for students, campus employees and the public including interpreting complex funding agency policies and regulations Receive and screen mail, phone calls and visitors; route inquires; set up appointments Provide clerical assistance and general training on office procedures for Children’s Center Director, Assistant Director and 11 teachers Maintain Children’s Center calendar, scheduling activities, time-off, etc. Operate office following all university policies and procedures Maintain Children’s Center web site Train, provide lead work direction, and evaluate students and volunteers working in the office Plan, organize, and coordinate office work to ensure that work is completed in a timely fashion Budget Coordination (20%) Coordinate complex budget having numerous funding sources and expenditures In consultation with the Director develop and manage the program budget with 6 different funding sources Keep precise records of all program income and expenditures Monitor and reconcile expenditures in the Oracle Business Intelligence and PeopleSoft fiscal management systems of the University Maintain fiscal records required by funding agencies using required software programs Generate monthly budget reports for Director and University officers Compile monthly budget projections and data for grant reports and applications Bill monthly for tuition (approximately 50 families). Maintain accurate billing records of charges and payments; invoice unpaid bills through University Accounting Order office supplies and equipment as needed and children’s program supplies and equipment as requested Provide records, answer questions for annual independent audit Coordination of attendance and family registration (15%) Assist the Director with registration and scheduling of families. Oversee recordkeeping following program and grant-funding criteria, policies and procedures Assist in the processing of registration applications and scheduling of child care hours for approximately 90 children during the academic year and 60 during the summer Maintain detailed attendance reporting using database system Maintain program waiting list following funding agency regulations Provide program information and application forms for prospective clients Maintain confidential client registration files ensuring that all information is collected for each child as required by different funding and licensing agencies Record Keeping (15%) Maintain program waiting list following funding agency regulations Provide program information and application forms for prospective clients Maintain confidential client registration files ensuring that all information is collected for each child as required by different funding and licensing agencies in staff employment records and prepare monthly payroll Prepare appointment and separation documents for all university staff Collect and maintain employee records for 11 university staff and approximately 80 student employees to include all data and records required by the university, licensing and funding agencies Process monthly staff and student payroll Analyze records of the student’s work hours to determine salary increases Maintain payroll records including vacations, sick leave, etc. for Center staff Maintain Early Head Start administrative data collection, recordkeeping and reporting Process the registration of Early Head Start applicants and scheduling of child care Maintain confidential client files for all Early Head Start families ensuring that all information is collected for each child Maintain program waiting list for prospective Early Head Start families Input all required information into ChildPlus.net, the required Head Start Management Software program Generate all required Early Head Start ChildPlus reports such as Attendance Report, Services Report, Assessments Report In consultation with the Director develop and manage the Early Head Start budget Generate and submit Early Head Start Spending Report Communication (10%) Facilitate ongoing communication and positive interpersonal relations with staff, clients, other University offices and the public Respond to a broad range of questions, concerns and requests of staff, clients, University offices, public and parents with sensitivity and acceptance Provide information, help in finding answers, and make referrals as necessary Respond to problems developing accurate solutions Maintain strict confidentiality regarding families and staff at all times Assists with coordinating Children’s Center Food Program (10%) Serve as Children’s Center Food Safety Coordinator, keeping current on regulations and own certification Schedule, train, supervise and evaluate 10-12 student Food Service workers Plan, organize and assign work to insure that all meals are prepared and served appropriately and that the kitchen is maintained following Health Department standards Prepare, submit and monitor the annual Federal Food Program renewal application and monthly reports Other Duties as Assigned (5%) Knowledge, Skills, and Abilities Associated with this Position Include: Ability to draft and compose correspondence and standard reports. Maintain confidentiality and exercise discretion, diplomacy and good judgment; Work with accuracy and speed, independently as well as collaboratively, in a team-oriented environment. Ability to communicate effectively with a diverse population. Ability to establish and maintain working relationships with staff, students, and faculty from diverse backgrounds. Demonstrated sensitivity to cross-cultural perspectives and experiences. Working knowledge of general practices, program, and/or administrative specialty. Basic knowledge of and ability to apply fundamental concepts. Working knowledge of budget policies and procedures. Ability to learn, interpret, and apply a wide variety of policies and procedures relating to and impacting the applicable program, organizational unit, and/or administrative specialty. Knowledge of basic methods and procedures for research and statistical analysis and the ability to apply them. Ability to analyze data and make accurate projections using business mathematics and basic statistical techniques. Ability to organize and plan work and projects including handling multiple priorities. Ability to make independent decisions and exercise sound judgment. Ability to compile, write, and present reports related to program or administrative specialty. Demonstrated ability to establish and maintain effective working relationships within and outside the work group and serve as a liaison for the organizational unit. Minimum Qualifications: Entry to this classification 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. California driver license. Preferred Qualifications: Experience managing an office. Bachelor’s degree BA in Business Administration or related field Experience working in higher education Bilingual (Spanish and English) speaking and writing. Experience managing budgets. Current Food Safety Certification. Experience with Early Head Start regulatory and grant requirements. Thorough knowledge of English grammar, punctuation and spelling and ability to communicate effectively both orally and in writing One year experience of general clerical and bookkeeping experience which has provided the applicant with the knowledge and abilities listed above. Experience with word processing, spreadsheets, database, web-page design and desktop publishing Working knowledge of budget policies and procedures, ability to apply independently a wide variety of policies and procedures, detailed knowledge and understanding of university infrastructure, policies and procedures. Knowledge of and experience with the following software programs: Google calendaring and apps, Adobe Acrobat and Sign, InDesign, Peoplesoft, Drupal, OBI, CFS, other web software, and Microsoft Office Suite. Application Procedure: To apply, qualified candidates must electronically submit the following materials by clicking the Apply Now button: Letter of Interest Resume or Curriculum Vitae Contact information for at least three professional references Application Deadline: The deadline to submit application materials is 11:55 p.m. on Tuesday, October 10, 2023. Any inquiries about this recruitment can be directed to careers@humboldt.edu or Cal Poly Humboldt’s Human Resources Office at (707) 826-3626. We acknowledge that Cal Poly Humboldt is located on the unceded lands of the Wiyot people, where they have resided from time immemorial. We encourage all to gain a deeper understanding of their history and thriving culture. As an expression of our gratitude we are genuinely committed to developing trusting, reciprocal, and long lasting partnerships with the Wiyot people as well as all of our neighboring tribes. Cal Poly Humboldt was the first campus in the California State University system to offer a stand-alone major in Native American Studies. Cal Poly Humboldt is committed to enriching its educational environment and its culture through the diversity of its staff, faculty, and administration. Persons with interest and experience in helping organizations set and achieve goals relative to diversity and inclusion are especially encouraged to apply. Working in the state of California is a condition of employment for this position. Even if part or all of an employee's assignment can be performed remotely, the employee must maintain a permanent residence in the state of California. The employee must be able to accept on-campus work assignment, as assigned, and come to campus when Working in the state of California is a condition of employment for this position. Even if part or all of an employee's assignment can be performed remotely, the employee must maintain a permanent residence in the state of California. The employee must be able to accept on-campus work assignment, as assigned, and come to campus when needed. CSU strongly recommends that all individuals who access any in-person program or activity (on- or off-campus) operated or controlled by the University follow COVID-19 vaccine recommendations adopted by the U.S Centers for Disease Control and Prevention (CDC) and the California Department of Public Health (CDPH) applicable to their age, medical condition, and other relevant indications and comply with other safety measure established by each campus. The systemwide policy can be found at CSU Vaccination Policy and any questions you have may be submitted to hr@humboldt.edu . Cal Poly Humboldt hires only individuals lawfully authorized to work in the United States. This position may be considered a “Campus Security Authority”, pursuant to the Clery Act, and is required to comply with the requirements set forth in CSU Executive Order 1107 a condition of employment. CAL POLY HUMBOLDT IS NOT A SPONSORING AGENCY FOR STAFF OR MANAGEMENT POSITIONS (e.g. H1-B VISAS) Evidence of required degree(s), certification(s), or license(s) is required prior to the appointment date. Satisfactory completion of a background check (including a criminal records check, employment verification, and education verification) is required for employment. Cal Poly Humboldt will issue a contingent offer of employment to the selected candidate, which may be rescinded if the background check reveals disqualifying information, and/or if it is discovered that the candidate knowingly withheld or falsified information. Certain positions may also require a credit check, motor vehicle report, and/or fingerprinting through Live Scan service. Failure to satisfactorily complete or adverse findings from a background check may affect the employment status of candidates or continued employment of current CSU employees who are being considered for the position. Cal Poly Humboldt is committed to achieving the goals of equal opportunity and endeavors to employ faculty and staff of the highest quality reflecting the ethnic and cultural diversity of the state. Additional information about Cal Poly Humboldt can be found at www.humboldt.edu. Cal Poly Humboldt is a Title IX/Affirmative Action/Equal Opportunity employer. We consider qualified applicants for employment without regard to race, religion, color, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, genetic information, medical condition, disability, marital status, protected veteran status, or any other legally protected status. Mandated Reporting: This position may be 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. Additionally, all CSU staff and faculty receive training annually on their obligations in responding to and reporting incidents of sexual harassment and sexual violence. You will be notified by email when you are required to take this mandated training. Class Code: 1038 Publication Date: September 18, 2023 Closing Date/Time: October 10, 2023