Administrative Analyst

Cal Poly Pomona•Pomona, CA

6d•$5,274 - $7,684•Onsite

About The Position

The Division for Information Technology provides innovative, strategic and cost-appropriate technology services in collaboration with the campus community to advance the mission of the University. Technology services are recognized as an essential resource in furthering the University's mission. IT will provide technology solutions, expert consultation, and leadership resulting in numerous enhancements to the advancement of learning and knowledge and to the effectiveness of campus support services and business processes for the entire University. The IT Engagement/Project and Process Management Office (PPMO) provides central technology management oversight for new and existing campus-wide technology initiatives. This oversight includes technology focused project management and project reporting for significant processes. The PPMO also provides project management for university wide initiatives.

Requirements

Bachelor's Degree - 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 (2) 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.
Performs a wide variety of budget analysis functions required to support IT Division operations.
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.
Provides ATI reviewed items for the CIO's review.
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. Via University Accounting Services, processes monthly MOU voice, data, wireless access point, and camera-related chargebacks. 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.