Library Services (Kennedy Library) is responsible for planning, implementing and managing campus-wide information resources and related services with an annual budget of $6+ million and approximately 50 staff. Library Services has five departments: Academic Services, Communications and Special Initiatives, Information Resources and Resource Sharing, Library Information Technology, and Special Collections and Archives, in addition to Library Administrative Services.
Library Administrative Services provides faculty, staff and management with comprehensive administrative services in the areas of fiscal planning, operations, facilities support, event planning and personnel management in support of the Library and campus goals and programs. Library Administrative Services staff work closely with other departments of the library to ensure smooth and efficient administrative services in support of library services and operations.
Under the general supervision of the Senior Administrative Operations and Services Specialist, this position provides specialized administrative, technical and analytical duties for budget, and fiscal processes. This position is accountable for the accurate completion of library budget and fiscal processes, gathers and provides financial and statistical information, analyzes financial data, patterns and projections; and collaborates closely with the management team to ensure that library financial functions operate effectively, and within Information Services, Library, and campus standards and guidelines.
Incumbents in positions at the Administrative Analyst/Specialist – Non-Exempt level serve primarily as individual contributors providing day-to-day administration of a program, and/or performing a variety of administrative and technical duties requiring knowledge of methods and procedures in support of an organizational unit. Administrative and analytical work relates primarily to operations and procedures.
Duties and responsibilities
The following examples of typical work activities are meant to illustrate the general range of work functions performed by the Financial Analyst; they are not meant to be an all-inclusive or restrictive.
Budget and Finance (60%)
Provide fiscal assurance for the Library’s state budget of approximately $7 million, and CP Corporation and Foundation endowments of approximately $400,000.
- Participate in budget preparation. Provide analytical support to library management in preparing accurate budget projections and evaluating impact on expenditures, projects and existing programs. Review projections and allocations for accuracy and completeness.
- Analyze, review, and reconcile financial records to ensure accuracy, completeness, and validity. Prepare regular reports for management review. Prepare budget transfers as required.
- Project staff and student assistant salary budgets. Monitor salary expenditures and provide regular reports for management review. Prepare payroll transfers as required.
- Project and analyze various budget line expenditures and income.
- Act as financial specialist, overseeing transactional processes within established guidelines and standards. Ensures adherence to appropriate usage of funds.
- Anticipate, process, and track transactions such as purchase requisitions, expenditure transfers including faculty WTU activity, and facility services chargebacks.
- Oversee library student assistant process. Assist staff with using the student payroll system, and ensure adherence to payroll standards and library policy.
Research, Analysis, and Recommendations
- In support of administrative, statistical reporting, and project assignments, create and use spreadsheets, use databases, conduct research, extract and analyze data, make inferences and recommendations, and develop reports using reporting tools such as PolyData Dashboards, Business Objects (BOE), and Advance-Web. Assess trends and cost implications to the library. Compile clear and accurate financial reports as needed.
- Troubleshoot and resolve complex fiscal problems. Make appropriate adjustments; reconcile various fiscal reports to ensure accurate accounting. Escalate issues or concerns to supervisor and management.
- Understand and clarify policies and practices. Research and interpret policies and practices for contracts and procurement, travel and professional development activities, accounts payable/receivable, student payroll, and other budget/finance processes including the appropriate usage of funds; in order to advise management and staff.
- Document and maintain accurate files and reference materials on current financial policies and procedures, and past practices. Document solutions and combine with relevant information into an online procedural reference manual.
Administrative services support (30%)
- Work in a team environment to provide analyst/specialist support.
- Provide secondary support for recruitment and administrative activities during absences and critical deadlines.
- Analyze and address cross-functional issues and challenges, and recommend and implement new and innovative approaches to improve existing processes and workflows.
- Develop, revise, and document business process documentation on library intranet. Devise forms, prepare cover memoranda and create templates for future use to facilitate financial transactions.
- Provide training and guidance to staff regarding accounting principles and practices and use of online systems such as PolyData Dashboards.
- Coordinate special projects and communicate with various staff on and off campus.
- Participate in implementation of new processes and technology as systems are introduced and promote their effective use across the library.
Equivalent to graduation from a four-year college or university. One year of technical or administrative experience. A graduate degree in a related field may be substituted for one year of the required experience. Additional qualifying experience may be substituted for the required education on a year-for-year basis.
- Must be able to successfully pass a pre-employment fingerprint and background check.
- Must be able to travel occasionally for professional development and technical conferences.
- Must be able to work overtime, occasional holidays, and adjust working hours to meet special jobs. May be called back periodically to perform work as needed on an emergency basis.
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.
- Knowledge of or the ability to quickly learn Library, university, and CSU policies and procedures; Cal Poly Campus Administrative Policies (CAP), Campus Administrative Manual (CAM); Collective Bargaining Agreements; Executive Orders and Coded Memoranda.
- Working knowledge of budget policies and procedures in a complex environment, and demonstrated ability to interpret and apply them.
- Knowledge and ability in the execution of principles and best practices associated with fiscal management, record keeping, accounting and budgeting. Skill in operational and fiscal analysis.
- Ability to independently learn, interpret, communicate, and apply various policies and procedures, and use judgment and discretion to act when precedents do not exist.
- Ability to analyze operational and procedural problems and develop, recommend, and evaluate proposed solutions. Ability to use ingenuity and perspective when considering problems and implementing solutions.
- Demonstrated ability to extract and analyze data and make accurate projections using business mathematics and basic statistical techniques.
- Ability to make independent decisions and exercise sound judgment.
- Demonstrated experience maintaining strict confidentiality and sensitivity.
- Experience with compiling and maintaining complex and extensive records, and preparing reports and summaries, ability to effectively write and present reports in a clear and concise manner.
- Excellent computer skills and proficiency with a variety of computer applications including word processing, spreadsheets, databases, online systems, Internet, as well as online calendaring and email. The ability to quickly learn a variety of Cal Poly systems (Zimbra email and calendaring; PeopleSoft Financials, Business Objects (BOE), Advance-Web, and Student and Human Resource Administration).
- Demonstrated ability to take initiative and independently organize and plan work, including handling multiple priorities, meeting deadlines and determining priorities. Strong organizational skills, with the ability to work independently with limited supervision, or as part of a team.
- Eagerness and capacity to learn and adapt quickly to new technology, software, situations, methods and procedures; general interest in making full and efficient use of information technology and resources.
- Excellent communication skills; ability to effectively communicate information in a clear and understandable manner, both verbally and in writing.
- Ability to foster and maintain positive and professional working relationships; ability to effectively handle interpersonal interactions at all levels, and serve as a liaison for the organizational unit.
- Bachelor’s degree in accounting, business, or related field.
- Working knowledge of university infrastructure, policies and procedures.
- Working knowledge of Cal Poly financial policies and procedures.
- Experience using Cal Poly online systems, including email, calendaring, service request system with PolyData Finance and Labor Cost Dashboards, PeopleSoft, Business Objects (BOE), and Advance-Web.
- Demonstrative experience in an institutional or educational environment using a customer-orientated and service-centered attitude.
How to apply
To apply, visit WWW.CALPOLYJOBS.ORG to complete the required online staff application and apply to requisition #103151. Applicants will have the option of attaching a Cover Letter, Resume and three Letters of Recommendation via the online employment system. Applicants needing computer/internet access may contact Cal Poly Human Resources at: (805) 756-2236, for information on available resources.
At California Polytechnic State University, San Luis Obispo, we believe that cultivating an environment that embraces and promotes diversity is fundamental to the success of our students, our employees and our community. Bringing people together from different
backgrounds, experiences and value systems fosters the innovative and creative thinking that exemplifies Cal Poly’s values of free inquiry, cultural and intellectual diversity, mutual respect, civic engagement, and social and environmental responsibility. Cal Poly’s commitment to diversity informs our efforts in recruitment, hiring and retention. California Polytechnic State University is an affirmative action/equal opportunity employer.
About Kennedy Library
The Robert E. Kennedy Library is a campus hub for information resources, integrating traditional library resources and technology to support the University's evolving academic programs, research interests, and user needs. The library offers consultative and instructional services delivered by expert college librarians, and provides access to over 32,000 digital journals and over 500,000 print volumes. The library building provides collaborative study spaces, computer labs, a Data Studio, and collection of K-8 textbooks and teaching resources. Study spaces on five floors include a popular atrium, a collaboration-friendly learning commons, a busy café, and ample natural light and views of the surrounding hills. Building visitors exceed 1.3 million a year. In 2008 the library launched DigitalCommons@CalPoly, a digital archive for the intellectual output of faculty and students, with over 2 million downloads in the past year. In 2011 the library became part of Cal Poly's new Information Services directorate, including both Information Technology Services and the Center for Teaching, Learning, and Technology. The library partners with many campus organizations to promote faculty development and student success, including several programs located in the Kennedy Library, including the Center for Teaching, Learning, and Technology, the Academic Skills Center, and the Honors Program.
About Cal Poly
Cal Poly is a nationally ranked comprehensive public university located in San Luis Obispo, California. With more than 18,000 undergraduates and approximately 1000 graduate students, Cal Poly fosters teaching, scholarship, and service in a learn-by-doing environment where students and faculty are partners in discovery. As a polytechnic university, Cal Poly promotes the application of theory to practice. As a comprehensive institution, Cal Poly provides a balanced education in the arts, sciences, and technology, while encouraging cross-disciplinary and co-curricular experiences. As an academic community, Cal Poly values free inquiry, cultural and intellectual diversity, mutual respect, civic engagement, and social and environmental responsibility.
Cal Poly is located in San Luis Obispo, along the beautiful central coast of California, with easy access to the ocean, mountains, and wine country. Halfway between Los Angeles and San Francisco, south of Monterey and Big Sur, San Luis Obispo offers a vibrant, culturally rich small-town community in an extraordinary setting.