Administrative Analyst

CSU Careers • Pomona, CA

10d • Onsite

About The Position

The Division for Information Technology (IT) at the University provides innovative, strategic, and cost-appropriate technology services to advance the University's mission. The IT Engagement/Project and Process Management Office (PPMO) offers central technology management oversight for campus-wide technology initiatives, including project management and reporting. The PPMO also manages university-wide initiatives.

This role involves significant financial and administrative analysis, particularly concerning telecommunications systems, chargeback processes, and IT Division operations. The position also coordinates with various internal and external stakeholders, including legal consultants, regulatory bodies, and university leadership, to manage programs like the Educational Broadband Services (EBS) and ensure compliance with policies and guidelines.

Requirements

• 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.
• Two years of related experience.
• Working knowledge of, and ability to apply standard theories, principles, practices, and techniques applicable to the program and/or administrative specialty to develop conclusions and make recommendations.
• Thorough knowledge of policies, procedures, and outside regulations pertaining to the applicable program and/or administrative specialty.
• Working knowledge of operational and fiscal analysis and techniques.
• Ability to take initiative and plan, organize, coordinate, and perform work in various situations where numerous and diverse demands are involved.
• Skill in research, development and evaluation of policies and programs, including skill in the collection, evaluation, and interpretation of data to develop sound conclusions and make appropriate recommendations.
• Expertise in investigating and analyzing problems with a broad administrative impact and implications.
• Ability to anticipate problems and address them proactively.
• Demonstrated ability to effectively interpret, organize, and present information and ideas in written or presentation form.
• Ability to train others on new skills and procedures and provide lead work direction.

Nice To Haves

• Experience working in a higher education, public-sector, or other complex organizational environment.
• Experience performing fiscal or administrative analysis related to cost recovery, chargebacks, revenue projections, reconciliations, or financial reporting.
• Experience coordinating procurement, service agreements, vendor documentation, invoices, contract renewals, or related administrative processes.
• Experience providing administrative support for memoranda of understanding, service-credit programs, telecommunications services, technology programs, or other programs or agreements involving multiple internal and external stakeholders.
• Proficiency using spreadsheet, financial, procurement, and reporting systems to organize data, prepare reports, and support administrative decision-making.
• Working knowledge of CSU, Cal Poly Pomona, or Cal Poly Pomona Foundation financial, procurement, and administrative policies and systems.
• Demonstrated ability to communicate complex fiscal, program, or procedural information clearly to managers, campus partners, vendors, and other stakeholders.

Responsibilities

• Conducts high-level analysis of the telecommunications environment, providing primary support for the management of the campus' VDWC (voice, data, wireless, and camera) system charges, and coordination related chargeback processes.
• Maintains MOU chargeback processes in compliance with state and CSU guidelines; develops and implements processes to track MOU cost recovery revenue for the IT Division.
• In conjunction with the Executive Director for IT Business Operations, coordinates requests routed through the division of IT for new projects or services, which are included within the MOUs and captures revenue from associated chargebacks.
• Processes requisitions through the procurement system, tracks invoices, vendor creation/tracking, and coordination between contract or purchase owner.
• Coordinates HR compliance, ATI, and security reviews pertaining to service requisitions.
• Serves as a coordinator of official correspondence between Cal Poly Pomona, external legal consultants, the FCC, the Chancellor's Office, VP/CIO, AVPs for Finance & Administrative Services and Procurement & Support Services, Executive Director for Converged Network Services, and the Executive Director of MediaVision.
• Administers the EBS Service-Credit Program, providing accurate credit tracking for VP/CIO requests and reports; purchasing with credits; contract adherence; device research, pricing, selection, procurement, and tracking; and customer and vendor problem resolution.
• Purchases/tracks devices such as phones, iPads, or hotspots, for student, faculty, and staff use, coordinating with the AVP for IT Engagement with regards to the number of devices needed and with staff to ensure proper vendor reimbursement; activating, deactivating devices, as needed.
• Maintains the campus-wide Memorandums of Understanding (MOUs) with auxiliary constituents to ensure that voice and data ports are charged back correctly.
• Projects expected revenue of auxiliary chargeback funds from MOUs and the VDWC.
• Provides consultative support to the auxiliary unit managers/staff to ensure MOU information is accurate.
• Processes monthly MOU voice, data, wireless access point, and camera-related chargebacks via University Accounting Services.
• Provides monthly reports to auxiliary constituents as back-up documentation for reconciliation.
• Coordinates with the Executive Director for IT Business Operations, AVPs, Executive Directors, Directors, and campus constituents on the administrative documentation and processing of agreements for IT services not included in MOUs.
• Tracks approved agreements and supports accurate chargeback processing.
• Tracks and coordinates on activities pertaining to the Pharos print system.
• Prepares the annual Cost Recovery and Allocation Plan for the IT Division.
• Provides backup support for CPP Foundation funds.
• Maintains and processes fiscal records, including internal budget spreadsheets concerning MOU chargebacks, campus agreements, and reports.
• Provides backup support for foundation deposits.
• Serves on committees, participates in departmental and campus events/activities.
• Participates in employee training opportunities and professional development activities designed to enhance work effectiveness.
• Provides administrative and analytical support for campus-wide maintenance and software license agreements and renewals.
• Tracks division software license renewals and purchases; and facilitates ATI compliance review for division and campus-wide IT procurement requisitions.
• Follows established purchasing and procurement procedures.
• Coordinates vendor-related administrative activities.
• Prepares requisitions and supporting documentation for review and approval.
• Processes chargebacks; and processes vendor invoices.
• Processes monthly telecommunications bills and invoices from multiple vendors.
• Coordinates payroll pick-up support for staff and student workers.
• Provides program support for Student Success Fee funds as they relate to hardware, software, and classroom purchases, upgrades, and maintenance requirements.
• Identifies contract-documentation or invoice discrepancies and coordinates with the appropriate procurement, fiscal, vendor, and campus contacts to support resolution.
• Tracks maintenance agreements and coordinates documentation for renewal or non-renewal decisions.
• Provides administrative analysis regarding proposed additions, removals, or modifications for management and Procurement review.
• Tracks and maintains the inventory of software licenses managed by the division on behalf of the University.
• Provides general office support to the CIO's Office.

Benefits

• The California State University (CSU) system provides access to a quality education through the support of California taxpayers.
• CSU's mission is to prepare educated, responsible individuals to contribute to California's schools, economy, culture, and future.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level