Type of Appointment: Full Time, Probationary
Job Classification: Budget Analyst I
Anticipated Hiring Range: $4,570 - $4,947 per month
Work Schedule: Monday - Friday 8:00 a.m. - 5:00 p.m.
THE DEPARTMENT:
The College of Science dean's office is responsible for the administration of academic and ancillary programs supporting the Departments of Biological Sciences, Chemistry & Biochemistry, Computer Sciences, Geological Sciences, Kinesiology & Health Promotion, Mathematics & Statistics, and Physics & Astronomy Departments, as well as the Center for Excellence in Mathematics and Science Teaching (CEMaST), the Science Educational Enhancement Services (SEES) and the Advising Center. At present, the College of Science has more than 4 ,300 undergraduate and graduate students, over 180 temporary faculty, approximately 125 tenure-line faculty and 40 staff members.
DUTIES AND RESPONSIBILITIES:
Fiscal & Budget Operations (Foundation & Philanthropic Funds)
- Provides administrative and financial support to faculty with grant awards, coordination with ORSP and Foundation offices, expenditure tracking, and compliance monitoring.
- Assists faculty (PIs), departments, and the college with equipment purchases, ensuring complete documentation for approval.
- Initiates and monitors grant-related documentation (e.g. Effort Certification, Cost Share).
- Prepares adjustment entry forms (ICT, IDT) as needed to ensure accurate financial reporting.
- Reconciles monthly Enterprise, Grant, and Philanthropic P-card transactions with proper documentation and correct project/object codes.
- Provides monthly cash balance reports of all projects to the Dean's office.
- Manages quarterly ICR (Indirect Cost Recovery) distributions to the college, ensuring calculations follow policy and are correct.
- Interprets changes to Foundation/Grant and Philanthropic fiscal policies and integrates them into college budget processes.
Finance Office Operations
- Monitors general financial email inbox (SCI_Finance) and organizes workflows.
- Maintains a master tracking sheet to record expenses and payments, including Requisitions (Res, ReqPO), Payments (DP, DV, INV), Purchase Order changes (PO Change), P-card transactions, Facilities requests, CPP Chargebacks (e.g., Dining, Bookstore), IT Portal/Laptop Refresh, etc.
- Launches AdobeSign documents that require dean-level approval. Tracks their progress and archives final signed documents.
Fiscal & Budget Operations (State)
- Assists in analyzing budgets, monitoring spending, preparing financial reports, and providing recommendations to ensure efficient allocation of resources and compliance with regulations.
- Generates faculty stipends (e.g., CPP/CSU overload, startup, summer non-admin) and ensures accurate posting to the CPP financial system.
- Prepares and submits journal entries and payroll adjustment entries to ensure accurate financial reporting and proper expense allocation.
- Conducts monthly reconciliation of student employee (SA/ISA) pay using the budget tracking sheet.
Other Duties
- Serves as backup to the Senior Budget Analyst for processing, tracking, and reconciling expenditures for state accounts.
- Attends training courses to remain up-to-date with university policies, procedures, and systems.
QUALIFICATIONS:
- Bachelor's Degree - in a related field. and/or relevant education and/or experience which demonstrates acquired and successfully applied knowledge and abilities shown above may be substituted for the required education on a year-for-year basis.
- Knowledge and Skill: - General knowledge of budgeting principles, concepts, and processes. - Skill in following guidelines and providing input and feedback. - Demonstrated communication and interpersonal skills. - Analytical and problem-solving skills including the ability to analyze and summarize mathematical and statistical information. - Ability to work independently and as part of a team and build relationships with diverse stakeholders. - Proficiency in using word processing and spreadsheet software and applications. - Ability to learn financial systems. - Organizational and time management skills to plan, organize, and prioritize work. - Strong attention to detail and accuracy.
PREFERRED QUALIFICATIONS:
- Proficiency using MS Office (Word, Excel) and other task-specific software (PeopleSoft financial, Tableau, etc.)
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 $4,570 and maximum $6,658 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.
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.