Budget and Operations Manager

Type of Appointment: Full-Time At-Will

Job Classification: Administrator II

Anticipated Hiring Range: Up to $130008 annually (Commensurate with qualifications and experience)

Work Hours: Monday - Friday 8am - 5pm unless otherwise notified

Recruitment Closing Date: Open until filled

Priority Application Consideration Date:November 10 2025

THE DEPARTMENT:

The Division of Administrative Affairs provides strategic leadership and operational support to ensure the efficient management of the universitys financial physical and administrative resources. The division encompasses a broad range of critical units including Budget Finance Risk Management Facilities University Police Parking Services Procurement Environmental Health and Safety Internal Audit and Continuous Improvement. Together these units work collaboratively to support the universitys mission by promoting fiscal responsibility mitigating risks enhancing campus operations and fostering a safe and sustainable environment.

DUTIES & RESPONSIBILITIES

Primary fiscal and business manager for Administrative Affairs and lead fiscal manager for the Vice Presidents Office budget and division-wide fiscal operations

• Advise the Vice President and Chief of Staff on budget strategy resource allocation and financial planning for the division.
• Lead development of the divisions annual budget and spending plans integrating baseline operating capital and one-time funding into multi-year forecasts.
• Provide high-level recommendations to align fiscal resources with divisional strategic priorities.
• Develop and manage annual budget requests and allocations for the division including operating capital and one-time funding requests. Analyze and maintain baseline budgets monitor expenditures and prepare targeted studies to support effective decision-making.
• Prepare and present monthly quarterly and annual financial reports and dashboards to the Vice President Chief of Staff and division management team synthesizing complex budget data into actionable insights for decision-making.
• Use financial systems such as PeopleSoft Finance Tableau Questica and related tools to conduct detailed analysis and reporting ensuring consistent efficient and accurate financial reporting across the division. Maintain strong technical expertise to troubleshoot issues conduct analysis and train staff on effective system use. Provide training and support to appropriate staff within the division of Administrative Affairs to ensure effective use of reporting tools.
• Provide financial and managerial analysis and high-level fiscal advice to the Vice President and Chief of Staff preparing multi-year forecasts financial scenarios and recommendations to support division-wide budgetary decisions including forecasting revenues managing expenditures and monitoring position control (salaries and benefits).
• Develop and maintain divisional fiscal policies procedures processes and tools that promote accountability stewardship of resources efficiency and compliance with CSU state and federal requirements.
• Serve as a subject matter expert and resource for divisional budget staff offering guidance training and leadership in budget processes forecasting and reporting.
• Deliver training and set deadlines for departments to prepare financial projections budget variance reports forecasting year-end projections salary savings projections and resource deployment plans and financial proformas for capital projects and auxiliary enterprise units within the division.
• Review and analyze budgetary requests and changes making recommendations for cash transfers budget transfers position budget moves and related actions.
• Participate in division-wide budget planning sessions including reviews of operating and equipment budgets and staffing plans.
• Prepare and present division budget recommendations to the Vice President incorporating historical trends planning assumptions and multi-year forecasts to inform strategic decision-making.
• Manage multiple funding sources including state-side (undesignated designated and fees) auxiliary enterprise and auxiliary organization funds ensuring resources are effectively allocated to support personnel reimbursements vendor payments special events and divisional initiatives.
• Research discrepancies collaborate with division management to resolve budget-related issues and provide updates to the Vice President and Chief of Staff on significant developments.
• Develop and maintain standardized financial processes tools and templates to promote consistency and efficiency across divisional units.
• Prepare process and maintain accounting records including general fiscal records budget forms position status reports disbursement vouchers requisitions purchase orders invoices journal entries budget transfers position budget adjustments and billing requests.

Position Management

• Oversee all aspects of position budget management for the division including position control detailed tracking and forecasting of salary and benefit costs. Ensure staffing strategies align with divisional objectives and available resources through strategic analysis of staffing needs and preparation of salary and benefit projections.
• Prepare analyze and present position reports (e.g. monthly salary tracking salary savings projections staffing scenarios) to inform executive decision-making including monthly tracking of salary expense and salary savings.
• Initiate review manage and act on personnel and position budget activities providing high-level analysis and recommendations to leadership on new position requests reclassifications compensation changes temporary or permanent increases working title changes and stipends. Ensure alignment with fiscal resources divisional objectives and policy compliance.
• Establish and update position records including creating and maintaining position numbers. Maintain working knowledge of CSU classification standards salary ranges and policies to ensure accurate and compliant recommendations and to assist with drafting maintaining and updating position descriptions.
• Partner with division senior leadership to develop and maintain strategic staffing and resource allocation plans that align with both short- and long-term divisional priorities and personnel budgets.
• Monitor and maintain accurate position budget data to support informed decision-making and ensure compliance with institutional and divisional policies.

Division Operations Support and Leadership

• Serve as a leader in interpreting applying and maintaining university policies procedures and Presidential Orders based on Chancellors Office executive orders CSU policies regulations and laws; assist with maintaining delegations of authority for the university and division ensuring compliance at both the campus and system levels.
• Lead or coordinate complex projects requiring considerable coordination across divisions auxiliaries campus constituents and the CSU Chancellors Office.
• Prepare and coordinate the collection of documentation schedules and reports for internal and external audits ensuring fiscal accuracy and readiness for compliance reviews.
• Represent Administrative Affairs on university committees task forces and working groups serving as a fiscal and operational subject matter expert. Participate in search and peer review committees as appropriate.
• Research compile and draft information for reports presentations and projects; prepare briefing materials for the Vice President and Chief of Staff to support executive decision-making at the Cabinet divisional and campus-wide levels; ensure accuracy completeness and proper format.
• Monitor CSU state and federal policy and funding trends providing proactive analysis of potential impacts to divisional resources and operations.
• Provide high-level support to the Vice President and Chief of Staff assisting with essential office operations and urgent priorities when needed.
• Perform relevant additional duties as assigned by the Vice President or Chief of Staff.

QUALIFICATIONS:

• Bachelors Degree - Bachelors degree from an accredited institution in accounting finance economics business administration or related field.
• Minimum of five (5) years of progressively responsible analytical and fiscal management experience in higher education or a similarly complex organization.
• At least three (3) years of experience in budget preparation justification analysis and administration including development of financial reports staffing analysis and advising or training department heads on budget preparation monitoring and tracking. Higher education experience strongly preferred.
• Thorough knowledge of the principles and practices of governmental budgeting and accounting; working knowledge of the principles and practices of public finance knowledge of the financial structure and financial procedures of California higher education 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 analyze and review the budgets and financial practices of the University the Division and the individual departments; ability to analyze situations accurately and to develop an effective course of action.
• Ability to review financial documents for accuracy completeness validity and adherence to standards; compute and post figures rapidly and accurately; maintain files and records; identify trace and correct errors; follow directions; and interpret and apply written rules and regulations. Ability to analyze data and make projections using business mathematics and basic statistical techniques.
• Exceptional organizational and time management skills to effectively and independently prioritize work 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.
• 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 prepare and present training and other materials to various audiences.
• Analytical skills to research synthesize and summarize complex and technical information.
• Advance knowledge of spreadsheets including ability to sort and analyze massive query data utilizing pivot tables linking worksheets and files for consolidated reporting.
• Ability to make independent decisions and exercise sound judgment.

PREFERRED QUALIFICATIONS:

• Advanced degree in Business Finance Public Administration or a related field.
• Prior experience in public higher education preferably in budget and/or finance.
• Demonstrated experience in budget development and administration including forecasting variance analysis and long-term financial planning.
• Experience preparing and updating complex financial and operational analyses including budgeting auditing and financial reporting.
• Proficiency with enterprise financial systems such as PeopleSoft/Oracle Financial Management System Questica Tableau or other financial management and reporting tools; ability to leverage technology to improve analysis reporting and decision-making.
• Experience performing complex statistical and financial analysis and preparing reports that support executive-level decision-making.
• Working knowledge of California State University (CSU) financial policies procedures and regulatory environment.
  
  

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 the CSU 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 the CSU Background Check Policy.

CSU Classification Salary Range

This position is part of the Management Personnel Plan (MPP) bargaining unit - M80 (Non-Represented). The CSU Classification Standards for this position are located on the CSU Classification Standards CSU Salary Schedule is located on the CSU Salary Schedule 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 to the Acceptable I-9 website.

University Driving Requirements

Positions that require driving for university business by using apersonal 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 the Authorized University Driver Policy.

Conflict of Interest

This position is a designated position in the California State Universitys Conflict of Interest Code. The successful candidate accepting this position is required to file financial interest disclosure forms subject to state regulations. For more information go to the CSUs Conflict of Interest 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 the Outside 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. See policy at the Child Abuse/Neglect Reporting 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: and 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 the Pay 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 to Employment 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 visit Cal Poly Pomonas Employment Notices web page.