Assistant to the Executive Director of Financial Aid & Scholarships (Administrative Analyst/Specialist I), Office of Financial Aid and Scholarships

Job Description:

Assistant to the Executive Director of Financial Aid & Scholarships (Administrative Analyst/Specialist I), Office of Financial Aid and Scholarships

Description

Job Summary

Under general direction, this position supports complex administrative functions of the Office of Financial Aid and Scholarships, including but not limited to, budget review, fund tracking, and fund maintenance, applying specialized knowledge and independent judgement. Serve as the Assistant to the Executive Director along with supporting the Senior Associate Director and the Associate Director.

The position works closely with other departmental Administrative Analyst Specialist (AAS) staff in Enrollment Management, as well as the Strategic Enrollment Management and Marketing Budget Analyst, and the Director of Operations and Fiscal Management, to coordinate administrative cross-functions.

Duties and Responsibilities

• Develops, evaluates, and manages mid-year and annual budgets for the Executive Director in the Office of Financial Aid and Scholarships, analyzing expenditures, projections, and prior-year data.
• Prepares budget summaries, recommendations, and reports, ensuring compliance with institutional policies.
• Coordinates payroll activities, reconciles financial records, and administers program costs and fees.
• Assists in Strategic Enrollment Management and Marketing Budgetary Reports and administrative cost allowance reports for the California Student Aid Commission.
• Monitors internal and external funding sources, ensuring accurate tracking, allocation, and reconciliation.
• Leads strategic planning, project coordination, and resource allocation for department operations.
• Manages performance evaluations, travel logistics, budget analysis, and confidential administrative tasks.
• Serves as IT liaison, overseeing inventory, service requests, and compliance with institutional policies.
• Coordinates professional development activities, meetings, and documentation.
• Supports personnel processes, recruitment, and temporary staffing.
• Assists with audits, FISAP reports, and compliance documentation.
• Manages procurement, vendor relations, and purchasing compliance.
• Other classification related duties as assigned.

Minimum Qualifications: Required Education and Experience

• 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, PLUS two years of related experience.

Required Qualifications

• • 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 independently plan, organize, coordinate, and perform work in various situations where numerous and diverse demands are involved.
  • Skill in the 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

• • General knowledge and skills in the applicable administrative and /or program field with a foundational knowledge of public administration principles.
  • Working knowledge of budget policies and procedures.
  • Two or more years of experience working in a Financial Aid Office with budget analysis, administrative functions, and program specific knowledge of administrative cost allowances.
  • Ability to work collaboratively and communicate effectively in a team environment.
  • Ability to learn and work in a fast-paced environment.
  • Experience with budget policy and practice, particularly in a Financial Aid Office.
  • Fully functional knowledge of and skill in standard office procedures and practices, as well as an ability to understand and operate in a variety of organizational structures.
  • Thorough knowledge of English grammar, spelling, and punctuation and be able to clearly communicate orally and in writing.
  • The ability to use and quickly learn new office support technology systems and software packages.
  • Knowledge of program and policy research, analysis, development, evaluation, and/or operational and fiscal analysis related to an administrative specialty.
  • Work requires applying a theoretical knowledge base to develop recommendations and conclusions.

Compensation and Benefits:

Anticipated Hiring Range: $4,598 per month

Classification Salary Range: $4,598 - $8,318 per month

The salary offered will take into account internal equity and experience among other factors.

The CSU system provides a comprehensive benefit package that includes medical, dental and vision plans, membership in the California Public Employees Retirement System (CalPERS), sick and vacation time, and 15 paid holidays a year. Eligible employees are also able to participate in the fee waiver education program. A summary of benefit information can be found here .

Position Information:

Work status: Full-time/Exempt/Probationary

Academic year schedule: Monday through Friday (8:00 am - 5:00 pm), some evenings/weekends.

Summer schedule: Monday through Thursday (7:00 am - 5:30 pm), some evenings/weekends.

This position is a "designated position" in the California State University's Conflict of Interest Code. The scope of responsibilities for this position includes making or participating in decisions that may have a material financial benefit to the incumbent. Therefore, the individual holding this position is required to file an initial Conflict of Interest: Statement of Economic Interests ("Form 700") within thirty (30 days) from the date of hire and on an annual basis. In addition, the individual holding this position must complete the required conflict of interest training within thirty (30) days of their appointment and at least once during each consecutive period of two calendar years following the appointment, subject to the Fair Political Practices Commission regulations.

This is an 'On-Campus Only' Recruitment. Qualified applicants must be current employees of CSUSB.

The application deadline is April 4, 2025 at 11:55 pm (PST)

As of January 1, 2022, the CSU Out-of-State Employment Policy prohibits the hiring of employees to perform CSU-related work outside the state of California.

California State University, San Bernardino is not a sponsoring agency for staff or management positions (i.e. H1-B Visas).

Conditions of Employment

Background Check

Satisfactory completion of a background check (including a criminal records check) is required for employment. CSU will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was conditionally offered the position.

Mandated Reporter

The person holding this position is considered a `mandated reporter' under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.

I-9

CSUSB 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. See Form I-9 Acceptable Documents at https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents .

Statement of Commitment to Diversity

In our commitment to the furthering of knowledge and fulfilling our educational mission, California State University, San Bernardino seeks a campus climate that welcomes, celebrates, and promotes respect for the entire variety of human experience. We welcome people from all backgrounds, and we seek to include knowledge and values from many cultures in the curriculum and extra-curricular life of the campus community. We will create, promote, and maintain activities and programs that further our understanding of individual and group diversity. We will also develop and communicate policies and promote values that discourage intolerance and discrimination.

California State University, San Bernardino is proud to be an Affirmative Action/Equal Opportunity Employer. We recruit, hire, train, and administer all personnel actions without regard to race, ethnicity, religion, color, caste, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, socioeconomic status, genetic information, medical condition, disability, marital status, protected military or veteran status, or any other status protected by applicable law. This position adheres to CSU policies against Sex Discrimination, Sexual Harassment, and Sexual Violence, including Domestic Violence, Dating Violence, and Stalking. This requires completion of Sexual Violence Prevention Training within 6 months of assuming employment and on a two-year basis thereafter. (Executive Order 1096) For more information about Diversity & Inclusion at CSUSB, please visit https://www.csusb.edu/human-resources/diversity-inclusion

Closing Statement:

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 CSUSB Benefits at benefits@csusb.edu.

Smoking

CSUSB is a smoke and tobacco-free campus. See policy at https://calstate.policystat.com/policy/6591951/latest/ .

Clery Act

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), the Cal State San Bernardino Annual Security and Fire Safety Report is available at: https://www.csusb.edu/clery-act

Advertised: Mar 21 2025 Pacific Daylight Time
Applications close: Apr 04 2025 Pacific Daylight Time