Financial Analyst

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.

Budget

  • 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.

Finance

  • 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.

Minimum qualifications

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.

Special Conditions

  • 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.

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.


Foundational Experiences Librarian

The Robert E. Kennedy Library at Cal Poly, San Luis Obispo, CA, seeks an energetic, creative, collaborative, user-focused professional to join us in a new tenure-track faculty position as Foundational Experiences Librarian. We are looking for someone with a passion for teaching who is willing to experiment with and deliver creative and effective instruction, both in the classroom and online; and who can create outreach programming that focuses on diverse student and prospective student audiences.

The Foundational Experiences Librarian will develop programming, both instructional and recreational, to support the development of competencies and literacies that are the underpinning of a successful comprehensive polytechnic education. Under the direction of the Associate University Librarian for Academic Services, this new position supports the library’s mission of promoting open and informed inquiry and fostering collaboration and innovation, by leading the library’s program of instructional outreach and services delivered through General Education (GE) courses in both physical and virtual learning environments. Through collaboration with various stakeholders, including our college librarians, this position will design and manage the integration of online learning modules and tutorials to broaden the reach of library instruction beyond the physical classroom.

This position also provides leadership, development, support, and assessment of student instructional contributions delivered by the LibRATs, our peer-to-peer learning technicians who provide reference at our Research Help Desk and lead sessions for lower division General Education courses.

Working closely with various library units and strategic partners, including Student Affairs, Admissions, Advising, Marketing, and other campus offices, partners and community members, this position leads the development and implementation of outreach and programs, both virtually and face to face, for new members of the Cal Poly community: prospective and first year students and families, as well transfer students and international students. This position will also coordinate instructional support to Cal Poly’s Summer Institute and Educational Opportunity students in collaboration with the Kennedy Inclusive Culture Committee (KICC). Creative and promotional talents will allow this position to work with the library’s user experience and communication teams to develop materials as well as coordinate and advance the library’s “whole student” programs. This position will be part of a team of librarians who are committed to improving instructional effectiveness to advance student success.

The successful candidate will be an effective teacher who uses creative pedagogical strategies, and who is adept at building relationships across the disciplines and with a variety of stakeholders.

Candidates will demonstrate strategic and tactical capability in creating and implementing outreach programs through events and virtual and written communications. Collaboration skills, organization skills, attention to detail, and the ability to communicate well across various audiences are essential. The successful candidate will have a record of being a highly collaborative self starter.

To apply, visit WWW.CALPOLYJOBS.ORG and complete a required online faculty application, applying to requisition #103151. Please attach to your application a cover letter, resume/curriculum vitae, and unofficial transcripts. Please be prepared to provide three professional references with names and email addresses when completing application. Official transcripts will be required prior to appointment. Review Begin Date: January 16, 2014.

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.


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