Type of Appointment: Full Time, Probationary

Job Classification: Administrative Analyst/Specialist Exempt II

Anticipated Hiring Range: $5,537 - $6,642 per month

Work Schedule: Monday - Friday, 8:00am - 5:00pm


THE DEPARTMENT:

The University Library Dean's Office provides general administrative services to the University Library.

DUTIES AND RESPONSIBILITIES:

Budget, Finance & Statistics

• In consultation with the Dean, collect and compile requests, analyze needs, and prepare the Library's annual general fund budget for submission to office of divisional vice president.
• Monitor and maintain budget activities for all Library general fund, Foundation, Independent Operations, Endowments, and Trust accounts.
• Keep day-to-day accounting of monetary resources. Serve as liaison for the Library in working with Academic Resources, the Budget Office, University Financial Services, and Foundation Services. Anticipate budget needs and/or revisions.
• Initiate the analysis and investigation of solutions to potential problems and/or needs prior to consulting with Dean.
• Project needs through analysis of spending patterns followed by preparation of proposals for alternate spending plans.
• Assist and work with other Library departments in submitting budget requests and In analyzing budget needs such as allocations for student assistants, part-time librarians, and bibliographic utilities vendors, etc.
• Reconcile monthly reports from University Financial Services and Foundation Accounting Services. Access and analyze detailed budgetary information via the PeopleSoft interactive dashboard, and the Foundation Bi-Tech dashboard. Work with confidential personnel Information to reconcile position status reports.
• Anticipate and prepare for personnel changes such as: promotions, service-based salary increases, performance-based salary increases, leaves without pay, etc. Serve as resource person regarding fiscal support for, or salary savings from classified and faculty positions. Research, consult and negotiate with vendors, confirm funding sources, review with Dean and/or appropriate Library personnel to prepare and process requisitions for specific State and/or Foundation contracts, maintenance/services agreements, bibliographic utilities, and any major Library projects.
• Confirm accuracy, approve and process appropriate Invoices from vendors sent to the Library for payment. Work with vendors to reconcile any discrepancies or disputes.
• Monitor Foundation activities, review account agreements, and initiate establishment of new accounts as needed.
• Work with vendors to develop library-related projects from the initial contact through obtaining quotes and to negotiate prices and manages purchases and renewals through to completion and final payment of the invoice.
• Management of Library Collections Budget: Responsible for daily oversight of the annual collections budget for the University Library, an annual budget of approximately $1,400,000.
• Serves on the Collection Management Team. Works with the Collections Coordinator, Chair, to support planning related to collections.
• Prepares/updates spreadsheet for library database and journal renewals for the Collection Team. This includes comparing renewal pricing and cost per use for 130+ databases and Journals.
• Negotiates renewal pricing with multiple vendors to keep the library's cost lower. This can include maintaining the same costorlower cost and multi-year renewal agreements. Works with the Collection Coordinator to prepare memos for Provost approvals when needed. This includes providing the financial data and fund source. Provides monthly and annual financial reports to the Library's bibliographers, Collections Coordinator, and the Dean. Produces multi-year reports and compiles analysis and trends to inform planning and decision-making.
• Conducts regular budget meetings throughout the fiscal year to keep the Collection Team informed and abreast of the collection budget balance and all budget transactions. Including upcoming renewals, changes In usage and costs. Enters and reconciles financial data related to collections expenditures in multiple systems including Alma (the Library Services platform and acquisitions module), PeopleSoft, and Tableau ensuring accuracy and timeliness. Resolves issues as needed. Uses Tableau to monitor the Collection Accounts in PeopleSoft, make any necessary adjustments by way of journal entry or budget transfer to stay in balance with Alma and PeopleSoft.
• Develops and maintains detailed Excel spreadsheets of collection expenditures to ensure the Library system and the campus system, including all the separate funds, remain in balance and closed the fiscal year with as minimal balance as possible. Maintaining spreadsheets for the multiple Collection Endowments.
• Provide a list and invoice copy to Accounting when requesting that they invoice the different Philanthropic Accounts. Works with campus Accounting to set up new vendors on an as-needed basis in the University systems and to maintain up-to-date vendor files in Alma. This includes getting the vendor data form from the vendor when necessary. Maintains the Hegis fund accounts and assignments in Alma. Manages the Collection Deposit Accounts - including YBP (Gobi) demand driven and Kanopy- and provides regular updates to the Dean, Collection Coordinator, and Bibliographers. Works with Bibliographic Access Services (BAS) staff and vendors to make sure all collection invoices are received and paid in a timely and accurate manner.
• Posts invoices for collection purchases in Alma and submits invoice information electronically to Accounting for payment, a process that was developed for the CSU following the migration to Ex Libris Alma. Confirm the electronic information is accurate before it is loaded into the CSF (Common Financial System). This process includes- providing invoice copies to the GAAP manager when needed.
• Prepare to scan all copies with invoices and any back-up such as approval memos to Accounting for record keeping in OnBase. Coordinates all fiscal close activities within Alma in accordance with University regulations and directions. This includes scheduling ordering deadlines and invoice deadlines.
• Maintains and updates procedures for Library Accounting duties as needed

Administrative Assistant to the Dean 

• Provides a high level of confidential administrative support to the dean in all aspects of Library operation, including (but not limited to) budget & finance, personnel, campus policy, donor relations, Library programs & services, and building logistics. Utilizes independent judgment to prioritize and/or make immediate decisions pertaining to a specific task.
• Must be highly organized and self-motivated and conduct business in a very confidential manner using the utmost level of discretion.
• Composes written material independently and from direction in a clear and effective manner, for dissemination to various on- and off-campus audiences. Interacts effectively with, administrators, staff, faculty, students, on-and off-campus donors and off-campus individuals, business representatives and/or vendors.
• Act as backup as necessary for the following travel related duties: Organize all aspects of the university/state related travel for Library Dean. Coordinate, research, and compile event and travel details, advising Dean of estimated costs prior to finalizing registration, transportation, and hotel arrangements.
• Assist and advise Library faculty and staff in preparation of travel documents for reimbursed and non-reimbursed travel, estimating travel expenses. Process faculty and staff travel reimbursement claims for all Library supported travel, ascertaining that requested expense reimbursements are within the guidelines set by the Library and meet the requirements necessary for processing by University Financial Services.
• Review project authorization claim forms for adherence to appropriate guidelines and requirements.

Strategic Communications, Institution Research & Reporting

• Collect, analyze, and prepare various library statistical reports for submission to the Chancellor's Office and university administration (i.e., CSU Library Statistics, Association of College & Research Libraries ACRL Survey; and the National Center for Education statics Academic Libraries Survey).
• Provide statistical and other data as requested by the dean and/or librarians. Analyzes statistical data comparison and planning purposes. Work with the University's GAAP & Tax manager on completion of the annual Library Collection Valuation Report.
• Work with CPP Foundation on compliance audits, and account reviews. Liaison for the Library w/ public affairs to disseminate library information via Poly Updates, Poly Trends, Bronco Bytes, the Poly Post. Participate in production of newsletters, and public outreach efforts through traditional and new media. Submit written items for print and electronic newsletter.
• Oversee large or complex mailings to constituents, including liaison with on- and off- campus printers, and Library, campus, and U.S. mail services.

Programs & Projects

• Responsible for initiating and administering to completion, various special programs and projects that raise awareness of and benefit the Library such as program demonstrations, presenting honors and recognition, and cultivating ongoing partnerships. This includes planning, publicity, hiring and managing caterers, invitations, securing facilities, obtaining certificates of insurance, securing part-time help, and providing overall management during the event.

Development & External Relations

• Reporting to the Dean of the University Library, this position works closely with the Library faculty and staff to meet identified program goals by organizing and implementing fund raising programs and related activities for the Library, including special activities such as direct mail appeals and special events.
• Coordinate the Library's overall fund raising programs, which include prospect research and documentation of policies and procedures relating to the solicitation and acceptance of gifts and grants, planning activities, cultivation and stewardship.
• Develop and maintain collaborative relationships with central University Advancement and development colleagues across the campus to identify and develop fundable projects and securing the resources to support them. Increase the presence of the Library throughout the University and within the larger community.
• Monitor and maintain Library Development Web pages. Maintain customized Library Access database and Excel spreadsheets related to identifying and cultivating major donors, including data entry, data manipulation, report generation, tracking and expressing appreciation and recognition for gifts, and issuing timely reminders to past contributors.
• Assist in developing fund raising plans and objectives. Identify special projects to be supported with philanthropic dollars. Initiate & prepare directed correspondence to Library donors for the dean's signature.

QUALIFICATIONS:

• Bachelor's degree AND/OR the equivalent training and administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs.
• Four (4) years of related experience
• Thorough knowledge of and ability to apply extensive expertise to complex programs and/or administrative specialties, including pertinent laws and regulations; demonstrated expertise in and advanced knowledge of the principles, problems, and methods of public and business administration and operational and fiscal management; expertise in administrative survey techniques, operations and systems analysis, statistical and research methods, and the ability to interpret and evaluate results to develop sound conclusions and recommend new or revised policies. Ability to understand problems from a broad, interactive perspective and discern applicable underlying principles to conceive of and develop strategic solutions; ability to work with representatives from public and private entities and handle potentially sensitive situations; demonstrated consultative skills in working with internal and external constituent groups; ability to effectively present ideas and concepts in written or presentation format and use consultative and facilitation skills to gain consensus; ability to train others on new skills and procedures and provide lead work direction.

PREFERRED QUALIFICATIONS:

• Experience in an academic library and with library operating systems. Five or more years related experience in a related friend/fund raising field.
• Evaluation leading to the development or improvement of administrative policies, procedures, practices, and programs, combined with solid working knowledge of university policies and procedures, and a working knowledge of academic libraries. .
• Working knowledge of applicable University and Foundation infrastructure, policies, and procedures and the ability to interpret and apply a variety of policies and procedures relating to and impacting program or unit;
• Ability to handle multiple tasks simultaneously and to change priorities as workflow changes;
• Ability to make independent decisions and exercise sound judgment;
• Ability to analyze data and make accurate projections using basic accounting principles, research methods, and statistical techniques;
• Ability to write clearly and effectively and to communicate thoughts and ideas effectively to varying audiences;
• Ability to establish and maintain effective working relationships in a multicultural environment within and outside the work group and serve as liaison for the organizational unit;
• Working knowledge of English grammar, spelling, and punctuation; Proficiency with: PC-Windows operating environment;
• Navigating and searching the Internet; MS Word; MS Excel; MS Access; Razor's Edge Database;
• One Solution Database; Email and electronic calendaring application (i.e. Outlook)

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 CSU’s mission is to prepare educated, responsible individuals to contribute to California’s schools, economy, culture, and future. As an agency of the State of California, the CSU’s 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 California 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 information. In 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 candidate’s conduct, performance or rehabilitation efforts since the conviction and the nature of the job applied for. For more information, go to the California State University Background Check Policy.

CSU Classification Salary Range

This position is part of the CSUEU bargaining unit 9. The CSU Classification Standards for this position are located on the CSU Classification Standards website. The CSU Salary Schedule is located on the CSU Salary Schedule website. The classification salary range for this position according to the respective skill level is: minimum $5,537 and maximum $10,014 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 States. In 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 the I-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 Driver’s 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 University’s 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 Conflict of Interest 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 the California 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 Pomona’s Annual Security Report and Annual Fire Safety Report are available for viewing at the Cal Poly Pomona’s Annual Security Report and Cal Poly Pomona’s 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 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 ADACoordinator@cpp.edu. 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, California’s Proposition 209 (Art. I, Section 31 of the California Constitution), other applicable state and federal anti-discrimination laws, and CSU’s 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 Pomona’s Employment Notices web page.