Type of Appointment: Full-Time, Probationary
Job Classification: Administrative Analyst/Specialist I
Anticipated Hiring Range: $5,274-5,597 monthly
Work Schedule: Monday - Friday, 8:00am - 5:00pm
THE DEPARTMENT:
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.
DUTIES AND RESPONSIBILITIES:
Finance/Procurement
- 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.
Educational Broadband Services (EBS)
- 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.
Division Budget Analysis
- 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.
Professional Development & Participation
- Serves on committees, participates in departmental and campus events/activities.
- Participates in employee training opportunities and professional development activities designed to enhance work effectiveness.
- Back-up support to Division Administrative functions
- 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.
QUALIFICATIONS:
- 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 and
- 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.
PREFERRED QUALIFICATIONS:
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.
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.
Education Code 89521 Requirements
Applicants will be required to disclose whether they have received a final administrative decision or final judicial decision determining that they have committed sexual harassment within the last 7 years only after a determination is made that they meet the minimum qualifications for the position, and before an offer of employment is extended. Applicants who reach the final stages of the application process must also sign a release form that authorizes the release of information by the applicant’s current and/or former employers to the CSU concerning any substantiated allegations of misconduct.
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 $5,274 and maximum $7,684 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.
Security & Fire Safety
In compliance with state and federal crime awareness and campus security legislation, including the Jeanne Clery Campus Safety 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 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.
As a federal contractor, Cal Poly Pomona complies with the Vietnam Era Veterans’ Readjustment Assistance Act (VEVRAA) and requests priority referral of protected veterans for our job openings.
Other Notices
For other important employment notices, we invite you to visit Cal Poly Pomona’s Employment Notices web page.