Club Finance Supervisor

Associated Students Inc•Pomona, CA

7h•Hybrid

About The Position

Associated Students, Inc. (ASI) employs student-focused professionals with equity-mindsets. Established in 1963, Associated Students, Inc. (ASI) is a non-profit corporation led by a 14-member board of elected student leaders. ASI is an auxiliary organization authorized by the California State University Board of Trustees to perform Student Life functions for Cal Poly Pomona students. ASI provides opportunities for student engagement, student leadership and employment, and a multitude of Student Life programs and services e.g., recreation and wellbeing, student union and activities, student government, clubs and organizations, food pantry, and childcare. The administrative and student support areas of ASI include human resources, financial services, information technology, facilities management, and marketing. ASI employs approximately 500 part-time students and 60 full-time staff members. ASI accepts the responsibility for conscientiously managing mandatory student fees and state-owned facilities: $18M annual operating budget, $5M annual debt service, approximately $24M in reserves, and 294,253 square feet of student space (student union, recreation center, and pool). ASI is in the Cal Poly Pomona Division of Student Affairs with a dashed reporting line to Administrative Affairs. ASI serves the entire campus population, including over 28,000 students. As an evolving learning organization, ASI is human-centered and strives to live its values of care and growth. The purpose of ASI is to transform lives by engaging every student. With a commitment to learning, continuous improvement, and innovation, ASI employs dynamic team members who support team learning, co-creation, radical candor, psychological safety, growth mindset, and live out equity, diversity, and inclusion practices. Financial Services serves as a partner for student groups, ASI departments, and the University, providing financial support to help meet business and programmatic needs of the $17M non-profit 501(c)3 corporation while maintaining fiscal integrity, data accuracy, and compliance with CSU, University and ASI policies. POSITION DEFINITION Under the general supervision of the Clubs Services Finance Manager, the Club Finance Supervisor supports finance related processes and guidance for all registered student organizations (RSOs) like student clubs and organizations and Instructionally Related Activities (IRA). The supervisor stays current with relevant policies of the University, CSU, and regulatory agencies, supports the development and updates of all RSO finance documents and training materials, and supports regular training to educate accountholders. This position provides oversight of the review and approval of disbursement transactions in accordance with applicable policies and procedures. An ideal candidate will be interested in learning about various policies and procedures, exercise independent judgement to interpret and apply such policies and procedures, be able to explain and enforce these standards to others yet remain client-centered to achieve high customer satisfaction.

Requirements

Minimum education includes at least 9 credit hours from the following courses (or equivalent courses); ACC 207/A Financial Accounting for Decision Making ACC 208/A Managerial Accounting for Decision Making ACC 311 Intermediate Accounting I FRL 300 Managerial Finance I FRL 301 Managerial Finance II CIS 310 Management Information Systems TOM 302 Managerial Statistics MHR 301 Principles of Management FRL 367 Corporate Finance Theory FRL 404 Financial Modeling ECO 201 Principles of Economics FRL 460 Commercial Banking
One year of experience in customer service, cash handling, budget development and management, variance analysis, disbursement processing, journal entries, and account reconciliation required
Six months of demonstrated experience leading others including but not limited to training, guiding project work, and/or supporting others in a similar role,
Demonstrated ability to analyze and interpret financial data sufficient to reconcile ledgers and generate financial reports, as needed
Strong interpersonal skills to establish and maintain effective relationships with staff and customers
Skills in prioritizing tasks and ability to coordinate workflow to comply with deadlines and competing priorities in a timely manner under pressure of deadlines and heavy workload
Skills in working independently and following through on assignments with minimal direction
Skill in systematically organizing material and information to optimize efficiency and minimize duplication of efforts using computer technology
Analytical skills to anticipate potential problems or sensitive situations, recognize relevant factors, and present viable alternatives or solutions
Demonstrated ability to work as part of a team and collaborating with colleagues
Ability to operate and working knowledge of windows software such as Microsoft Excel, Microsoft Access, and Microsoft Word
Ability to satisfactorily complete a background check (including a criminal records check)

Responsibilities

Support the effective training and development of the club assistant team to provide excellent timely, accurate, and client-focused financial service to all RSOs
Assist with developing, implementing, maintaining, and evaluating processes and systems which support the RSOs finance needs
Assist with developing and delivering club and organization related finance training including but not limited to budget preparations, travel requests, cash handling, and account reconciliations
Review and post annual budget requests from RSOs to ensure compliance with all applicable policies and regulations
Support assistants in the review and approval of disbursements and purchase orders for RSOs in accordance with applicable policies and within the approved, respective budget
Provide oversight for the RSO travel request process and all related financial documentation
Provide oversight for RSO guidance on additional funding request guidelines and processes
Stay abreast of finance related state, CSU, University, and ASI policies and guidelines and provide updated training for club assistant team, as needed
Provide oversight for data entry tasks and club financial reports as needed
Provide oversight for the preparation of account reconciliations and related reports as needed
Supervise, recruit, hire, train, guide, and evaluate the (8) Club Assistants
Provide oversight and support cross-training to effectively work towards a cohesive, collaborative, and synergistic team.
Supervise the work of the team to ensure that work is properly allocated and completed in a timely and accurate manner and guide the priorities of the unit
Actively engage as a department leader in all ASI team learning and training as well as ASI and University meetings, task teams, and committees
Role model the behaviors of ASI core values, constantly challenging one’s mental models as an active learner
Prepare audit items as requested
Assist in the preparation of financial services department budget request items
Assist with other special projects, initiatives, enhance current systems or develop new systems to assist with departmental operations
Perform other related duties as assigned