Purpose of Position / Job Function
To oversee and perform a range of diverse and complex administrative operations to support the Division of University Advancement with fiscal and budgetary planning, analysis, implementation and management. To serve as a central point of liaison with other departments and external constituencies in the resolution of a variety of day-to-day financial matters concerning the Advancement Office or the CI Foundation. To assist other Advancement staff with various administrative duties and by coordinating financial services for special events as assigned for the Division of University Advancement.
Perform a range of activities related to assisting the policies, procedures, and affairs of the Division of University Advancement and the CI Foundation for fiscal and budgetary planning, analysis and management. Provides lead work direction to others in the organizational unit for: expenditure process coordination: budget planning; tracking; monitoring; and reconciliation. Program administrative duties include program and policy research, analysis, development, reporting and evaluation. Advise directors on finance and budget policies and procedures related to operational functions to meet departmental goals. Conduct research and analysis necessary to project fiscal needs and provide regular analysis and recommendations to effectively utilize funds. Perform budget analysis, review budget allocations, reports and data for accuracy against PeopleSoft on a regular basis. Perform fund management, research donations and expenditures as needed, as well as report errors for accurate recording. Provide quarterly budget analysis to the Chief of Staff to the President and VP of Finance & Administration. Determine availability and amounts of multiple Foundation scholarships to be awarded annually. Serve as the liaison to outside agencies and on campus entities for all accounting and budget/analysis issues related to University Advancement. Prepare financial documents and reports, organize meetings, prepare materials, and provide follow-up research for Advancement and various departments who have funds within the Foundation. Assist the Budget office to prepare for audits and the annual University Advancement Expenditure Data Review and Dashboard. Plan and coordinate events logistics as they relate to accepting on-site funds, processing auction items, financial analysis, implementation, follow-up documentation and accounts payable. Assist with executing and adhering to contractual obligations. Provide assistance as needed for University Advancement events. Process vendor invoices, purchase orders, travel claims, credit card and various account reconciliations and employee requisitions. Process all Foundation contributions, sales and other payments. Assist, as back up, with maintaining the donor files, preparing pledge reminders, acknowledgement letters and tracking and administering charitable programs such as Payroll Deduction. Prepare clear and concise correspondence, reports, and memorandums; appropriately resolve administrative and office operational issues; develop working knowledge of the campus in order to provide assistance to potential donors and visitors in general; interface with University staff, Board members, volunteers, donors, vendors, and others associated with the Development or Advancement functions; maintain confidentiality of database information; establish and maintain departmental budget files; operate a variety of office machinery including copiers, printers, and facsimiles, and provide assistance to staff members as necessary. Select, supervise and train student assistants supporting accounting and administration. Perform other duties as assigned.
Requirements of Position
Minimum of four years of budgetary experience, prefer two years in a fundraising environment. Must have excellent computer and analytical skills. Must be a highly motivated self-starter with the ability to work with minimal supervision. Must have experience with budget planning, analysis, implementation and management. Must have a through knowledge of: English grammar, spelling and punctuation; office methods; basic financial procedures and practices. Should be proficient in Microsoft Office especially Word, Excel, and Outlook. Experience with Raiser's Edge software or comparable fundraising software, PeopleSoft and Hyperion software also preferred. Must have a working knowledge of accounting principles and have the ability to develop and track a budget as well as process accounts payable. Must have the ability to: interpret and apply a variety of complex policies and procedures; use effective problem solving and good interpersonal skills; handle multiple tasks simultaneously; set priorities and meet deadlines; draft and prepare clear and accurate memoranda and correspondence; and learn new office technology systems and software packages. Must possess excellent interpersonal skills in order to communicate effectively both written and verbally with potential donors and ranking representatives of this and other institutions. Must be able to maintain confidentiality in all matters to ensure trustworthy working relationships. Must have the ability to exercise sound judgment when interacting with others as well as dealing with others. As a condition of employment, this position may require a background check. 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. The position involves working some evenings and weekends, regular prolonged standing, and possible lifting up to 20 lbs.
Salary Range: $3245-$5193 (monthly)
Hiring Range: $3500-$4200 (monthly)
Please visit the CSU Channel Islands Staff Applicant website at: https://www.csucijobs.com/applicants/jsp/shared/frameset/Frameset.jsp?time=1376408469785