Director of Budget and Planning

Type of Appointment: Full Time At-Will

Job Classification:Administrator II

Anticipated Hiring Range: Up to $13333 per month (Commensurate with qualifications and experience)

Work Schedule:Monday-Friday; 8:00am-5:00pm unless otherwise notified

Recruitment Close Date: Open until filled

Priority Application Date:October 1 2025

THE DEPARTMENT:

Reporting to the Vice President for Student Affairs the Director of Budget and Planning serves as the chief financial manager and strategist for the division. The Director provides comprehensive oversight and direction for financial planning budget development and resource allocation across the division. The Director is responsible for aligning financial strategies with divisional and institutional priorities while ensuring compliance with Cal Poly Pomona CA State University system State and Federal regulations. The Division of Student Affairs supports leadership and administrative support to over twenty-five (25) units with over 300 career positions and an additional 700 students; including an annual operating budget of $100M The Office of the Vice President of Student Affairs consists of the Vice President of Student Affairs Senior Associate Vice President of Equity and Belonging Associate Vice President of Student Experience Associate Vice President of Health and Wellbeing the Dean of Students and member of the administrative staff.

DUTIES AND RESPONSIBILITIES:

Divisional Fiscal Oversight and Leadership

• Serves as the primary business & financial manager for the division of Student Affairs and participates in direct report management meetings with the Vice President for Student Affairs as appropriate.
• Serves as the primary business & financial administrator accountable for the following: Identification definition planning budgeting accounting and reporting of all funds within the division of Student Affairs and related self-supporting enterprise activities and/or auxiliary organizations to ensure that each fund is used strategically for the purpose intended is operating within a reasonable annual budget variance and is solvent with appropriate reserve balances.
• Responsible for developing policies procedures and systems that foster the responsible stewardship of university and divisional resources sound accounting principles strong internal controls and efficient user-friendly business practices. Ensures compliance with federal state and university regulations.
• Management of position controls and alignment for divisional resource allocations. Making recommendations to the Vice President for Student Affairs on all division-wide budget activities including providing financial and managerial analysis planning and related reporting that supports division-wide budgetary decisions including forecasting revenues and managing expenditures including position control (salaries and benefits) and operating expenditures.
• Providing budgeting accounting and reporting for the division of Student Affairs and related auxiliary organizations requiring comprehensive knowledge of government and not for profit accounting methods (i.e. GAAP FASB GASB UPMIFA and OMB guidelines) and university budget policies and procedures.
• Preparing information for annual audit(s) including providing schedules and reports as appropriate for the division of Student Affairs and related self-supporting enterprises and/or auxiliary organizations if any.
• Collaborates with division-wide and campus-wide personnel and serves as a primary business & financial administrator accountable to ensure appropriate internal controls are in place to safeguard assets and to provide accurate and timely internal and external financial and managerial reporting.
• Leads and provides training to appropriate staff within the division of Student Affairs to ensure effective use of PeopleSoft and Questica and/or similar or related reporting tools to achieve appropriate resource management reporting efficiencies and accountability.
• Oversees complex projects requiring considerable coordination with campus constituents as well as the CSU Chancellors Office staff as appropriate.
• Exercises considerable discretionary decision making as it pertains to reviewing and preparing necessary journal entry transactions and planning daily tasks and work activities.
• Performs financial planning budgeting accounting resource allocation and reporting for the division of Student Affairs including: Providing accurate and timely PeopleSoft and Questica and/or similar or related data maintenance transaction analysis reconciliation activities and related financial and managerial reporting. Providing recommendations to the Vice President for Student Affairs on how to best achieve strategic goals and ensure compliance with identified CPP CSU State and/or Federal rules regulations and/or policies.
• Responsible for the financial management resource allocation and planning for the division of Student Affairs state funds (undesignated designated and fees) Associated Students Inc. and University Housing Services and for developing and implementing fiscal policies and procedures to ensure compliance with appropriate campus and systemwide policies executive orders as well as the accurate and timely cash management financial and managerial reporting and financial account closeout procedures.

CPP Associated Students Inc.

• Supports Associated Students Inc. (ASI) and provides strategic financial insights compliance guidance and periodic internal audit support that respects and enhances ASIs independent financial operations and unique reporting obligations. ASI is a 5013 non-profit CSU Auxiliary authorized to serve CPP students by providing essential student life functions aligned with the universitys mission and strategic priorities of the Division of Student Affairs.
• Collaborates with ASI leadership on strategic financial analysis offering insights that aid the Vice President of Student Affairs and ASI in their budgetary decision-making.
• Forecasting revenues and expenditures including reserve utilization related to students held and or administered in ASI such as the ASI Student Body Fee ASI Facilities and Operations Fee and the Instructionally Related Activities Fee as well as participating in the preparation of the Annual Budget to the University President.
• Engages and collaborates with ASI Leadership on the annual budget submission for the Vice President of Student Affairs and the University President. ASI prepares reports for internal and external audits.
• Provides periodic internal audit support to ASI Financial Services.
• Given ASIs role in hosting funds for recognized student organizations the Director performs these audits to ensure ASIs compliance with CSU & CPP policies and financial regulations offering oversight that helps safeguard ASIs fiscal integrity and regulatory adherence.
• Works closely with ASI Leadership in the preparation of routine and/or adhoc reports requested from the University such as quarterly reports reserve analyses year-end reporting for University Accounting Services fee adjustment requests etc.
• Provide financial oversight training and development for ASI financial services leaders and collaborated with ASIs financial leaders to provide training development and support for ASI financial services staff.

University Housing Services (UHS)

• University Housing is a state side auxiliary which generates funds from revenues such as rent interest income and other revenues received from the operation of dormitory and housing facilities. The Housing rent is a category V student fee and must follow the CSU Student Fee Policy and designated Education Codes.
• Collaborates with UHS leadership on strategic financial analysis offering insights that aid the Vice President of Student Affairs and UHS Leadership in their budgetary planning and decision-making. This includes forecasting revenues and expenditures related to students held and or administered in UHS as well as reserve management and utilization.
• Engages and collaborates with UHS Leadership on the annual budget submission for the Vice President of Student Affairs and the University President.
• Work closely with UHS Leadership in the preparation of routine and/or adhoc reports requested from the University such as quarterly reports reserve analyses year-end reporting for University Accounting Services proforma maintenance fee adjustment requests etc.
• Provide financial oversight training and development for UHS leaders and collaborate with UHSs leaders to provide training development and support for UHS financial services staff.

Other Duties as assigned

• Stay abreast of CSU CPP State of CA and federal budget and operation trends demographic changes laws and policies that impact the overall budget and/or divisional strategic priorities Ensure division is in compliance with CSU CPP State and Federal policies laws executive orders that fall under budget and planning
• Serve on divisional and campus-wide committees representing the office and division
• Complete relevant additional duties as assigned.
• Serve as Committee Member and/ or Chair of Fee and Fiscal Committees of the University on behalf of Student Affairs. Prepare presentations and act as a liaison for the division ASI and/ or UHS in various capacities as needed.

QUALIFICATIONS:

• Bachelors Degree - Bachelors degree in accounting finance economics business administration or related field
• Five years of progressively responsible analytical experience working with multiple organizational units including three years performing work involving the preparation justification and analysis or the control and administration of a comprehensive budget financial reports and staffing analysis and training/advising department heads on budget preparation and tracking and a minimum of two years management and supervisory experience. Higher education experience preferred.
• Driver License Valid and in State Valid CA Drivers license with insurance.
• Thorough knowledge of the principles and practices of governmental budgeting and accounting; general knowledge of the laws relating to financial administration of the State; general knowledge of the principles of organization and management; working knowledge or research techniques and statistical principles and procedures.
• Ability to prioritize analyze and review the budgets and financial practices of the University the Division the Clusters and the individual departments; ability to translate complex financial information into clear actionable insights for non-financial audiences.
• Exceptional organizational and time management skills to effectively and independently prioritize workload meet deadlines handle multiple tasks and complete assignments with a high standard of accuracy and attention to detail.
• Ability to maintain composure with shifting demands conflicting priorities short deadlines and/or difficult people.
• Extensive knowledge of financial and accounting principles and practices along with financial reporting.
• Strong interpersonal skills to interact effectively with people from diverse backgrounds with many different needs and at various levels within the organization. Demonstrate political acumen and highly refined communication skills to work effectively in an executive-level office environment. Strong problem solving skills with the ability to use insight tact and diplomacy to facilitate positive outcomes.
• Demonstrated ability to manage multiple projects and meet deadlines in a fast-paced environment.
• Demonstrated collaborative service-oriented approach to working with campus partners wo fosters teamwork and builds trust across departments.
• Advance knowledge of spreadsheets (excel) including ability to sort and analyze massive query data utilizing pivot tables linking worksheets and files for consolidated reporting. Ability to create spreadsheets utilizing excel.
• Proficiency in using electronic mail word processing and Web applications with speed and accuracy and with the interest and ability to learn new applications. Ability or willingness to learn to troubleshoot basic computer problems and refer more complex situations to information technology personnel.
• Effective leader and manager with demonstrated ability to mentor subordinates.
• Knowledge of paper and electronic filing systems in order to create and maintain comprehensive filing systems for an office which has a high volume of paper and electronic communication. Ability to recall retrieve and communicate information effectively both orally and in writing.
• Experience maintaining professional discretion and strict confidentiality. Ability to demonstrate exemplary customer service and highest professional standards.
• Working knowledge of PeopleSoft queries to generate financial data for trend analysis.
• Knowledge of laws & polices related to the various funding structures.

PREFERRED QUALIFICATIONS:

• Masters degree
• Strategic thinker with strong analytical and quantitative skills with the ability to anticipate challenges and identifies opportunities to improve financial planning.
• Excellent technology skills that include proficiency with Microsoft Office with a heavy emphasis on Microsoft Excel and pivot tables and other complex accounting systems.
• Proven leadership experience in a complex financial environment preferably in higher education.
• Experience developing and maintaining multi-year financial projections and scenario models to support long-range planning.
  
  

Out of State Work

The California State University (CSU) system is a network of twenty-three public universities providing access to a quality education through the support of California taxpayers. Part of CSUs mission is to prepare educated responsible individuals to contribute to Californias schools economy culture and future. As an agency of the State of California the CSUs business operations almost exclusively reside within California. The CSU Out-of-State Employment Policy prohibits hiring employees to perform CSU-related work outside California. For more information go to theCalifornia State University Out-of-State Employment Policy.

Background Check

Cal Poly Pomona will make a conditional offer of employment to final job candidates pending the satisfactory completion of a background check (including a criminal records check). The conditional offer of employment may be rescinded if the background check reveals disqualifying information and/or it is discovered that the candidate knowingly withheld or falsified determining the suitability of the candidate for the position Cal Poly Pomona will give an individualized assessment to any information that the applicant submits for consideration regarding the criminal conviction history such as the nature gravity and recency of the conviction the candidates conduct performance or rehabilitation efforts since the conviction and the nature of the job applied for. For more information go to theCalifornia State University Background Check Policy.

CSU Classification Salary Range

This position is part of the Management Personnel Plan (MPP). The CSU Classification Standards for this position are located on theCSU Classification Standards website. The CSU Salary Schedule is located on theCSU Salary Schedule website. The classification salary range for this position according to the respective skill level is: minimum $5053 and maximum $16221 per month. Please refer to the anticipated hiring range for the appropriate salary rate for this particular position.

Employment Eligibility Verification

Cal Poly Pomona hires only individuals lawfully authorized to work in the United compliance with federal law all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. For more information go theI-9 Acceptable Documents website.

University Driving Requirement

Positions that require driving for university business by using a personal or state vehicle must comply with the Authorized University Driver Policy. Driving records are monitored and evaluated by the Risk Management Department. The Risk Management Department evaluates a good driving report based on the following criteria. The driver must: 1. Have a valid California or other State Drivers license. 2. Have no more than 3 motor vehicle violations or been the cause of 3 accidents in a 12-month period (or any combination of 3 thereof) 3. Not have more than 3 DMV Points if their license is Class C or 4. Not have more than 5 DMV Points if their license is Class A B or C with endorsements. For more information go to theAuthorized University Driver Policy.

Outside Employment Disclosure

Executive and Management Plan Personnel employees must disclose all current outside employment at the time of hire as a precondition of hire and at the following times after hire: annually in July within 30 days of accepting outside employment and upon their managers request. For more information go to theOutside Employment Disclosure policy.

Child Abuse/Neglect Reporting Act (CANRA)

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. Read more at theCalifornia Child Abuse and Neglect Reporting Act policy.

Security & Fire Safety

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 California Education Code section 67380 and the Higher Education Opportunity Act (HEOA) Cal Poly Pomonas Annual Security Report and Annual Fire Safety Report are available for viewing at theCal Poly Pomonas Annual Security ReportandCal Poly Pomonas Annual Fire Safety Report.

Pay Transparency Nondiscrimination

As a federal contractor Cal Poly Pomona will not discharge or in any other manner discriminate against employees or applicants because they have inquired about discussed or disclosed their own pay or the pay of another employee or applicant. For more information see thePay Transparency Nondiscrimination Provision poster.

Reasonable Accommodation

We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact the ADA Coordinator by email at. For more information go toEmployment Notices.

Equal Employment Opportunity

Consistent with California law and federal civil rights laws Cal Poly Pomona provides equal opportunity in employment without unlawful discrimination or preferential treatment based on race sex color ethnicity or national origin. Our commitment to equal opportunity means ensuring that every employee has access to the resources and support they need to thrive and succeed in a university environment and in their communities. Cal Poly Pomona complies with Title VI of the Civil Rights Act of 1964 Title IX of the Education Amendments of 1972 the Americans with Disabilities Act (ADA) Section 504 of the Rehabilitation Act the California Equity in Higher Education Act Californias Proposition 209 (Art. I Section 31 of the California Constitution) other applicable state and federal anti-discrimination laws and CSUs Nondiscrimination Policy. We prohibit discriminatory preferential treatment segregation based on race or any other protected status and all forms of discrimination harassment and retaliation in all university programs policies and practices.

Other Notices

For other important employment notices we invite you to visitCal Poly Pomonas Employment Noticesweb page.