Director, Budget and Administrative Operations

Job Details•Pomona, CA

4d•$114,000 - $130,008

About The Position

The President is the Chief Executive Officer of the University and is responsible for all operational and strategic aspects of the University, including student recruitment, retention, and graduation, academic policies and programs; state and non-state operating budgets; personnel policies and procedures; external outreach, collaboration and fund raising, etc. The Director of Budget and Administrative Operations supports the Deputy Chief of Staff, Vice President/Chief of Staff for People, Culture, and Institutional Affairs (PCIA), and the University President.

Requirements

Bachelor's Degree - from an accredited institution in accounting, finance, economics, business administration, or related field.
Driver's License, Valid and in State
Five (5) years of progressively responsible analytical and fiscal management experience in higher education or a similarly complex organization.
Higher education experience is strongly preferred.
Demonstrates comprehensive knowledge acquired through education, training, and progressive work experience, evidencing competence in independently exercising judgment, resolving a broad spectrum of challenges, devising practical and well-considered solutions, and utilizing effective communication and active listening skills.
Thorough understanding of budgeting and accounting principles and practices; adept at data analysis and projection-making through business mathematics and foundational statistical methodologies.
Exhibits strong analytical skills for researching, synthesizing, and summarizing complex and technical information.
Displays exceptional organizational and time management abilities, allowing for independent prioritization of workload, adherence to deadlines, management of multiple tasks, and delivery of assignments with a high degree of accuracy and attention to detail.
Demonstrates excellent interpersonal skills in interacting with individuals from diverse backgrounds and building relationships with stakeholders across various organizational levels.
Excellent written communication and proofreading skills, employing a variety of strategies.
Strong problem-solving capabilities, using insight, discretion, and diplomacy to achieve positive results.
Possesses political acumen and highly developed communication skills for effective performance in an executive-level office environment.
Capable of making independent decisions and exercising sound judgment.
A proactive, forward-thinking professional who seeks opportunities and proposes solutions, with extensive knowledge of university policies and procedures.

Nice To Haves

Experience directly supporting executive-level leaders, preferably in a higher education environment.
Experience with HR functions, fiscal oversight and management.
Experience with foundation and donor relations, or other philanthropic activities.
Experience with events management and coordination.

Responsibilities

Executive Support In partnership with the Deputy Chief of Staff, provides high-level support to the President and Vice President/Chief of Staff, exercising sound judgment, discretion, and initiative.
Drafts, reviews, and finalizes confidential correspondence, reports, agreements, and briefing materials for executive review and signature; prepares materials for meetings and engagements.
Serves as liaison for Chancellor’s Office correspondence, ensuring timely coordination and submission of required reports and institutional responses.
Researches and resolves sensitive issues directed to the President, determining appropriate action in collaboration with Vice President/Chief of Staff and Deputy Chief of Staff.
Facilitates communication between the President’s Office and campus leadership, maintaining professionalism, credibility, and strong stakeholder relationships.
Maintain exceptional professionalism and discretion when engaging with both internal and external stakeholders.
In coordination with the Deputy Chief of Staff, oversee operations of the President’s residence (Manor House), including event logistics, scheduling, vendor coordination, and tracking of maintenance and related activities.
Operational and Human Resource Management Directs and provides leadership to administrative/confidential staff, and student assistants; assigns work, sets priorities, and ensures high-quality service delivery.
Manages core administrative operations, including budget tracking, correspondence, event logistics, mail, office coverage, travel, and monitoring of Chancellor’s Office and internal deadlines.
Oversee confidential HR actions for units reporting to the President’s Office and PCIA, including recruitments, reassignments, reclassifications, performance evaluations, and compliance with policies and timelines.
Partner with EODA/HR Operations to coordinate recruitments, confirm position authorization, and approve resource allocations for positions reporting directly to the President's Office and PCIA.
Interprets and applies of university policies, procedures, Presidential and Chancellor’s Office directives, CSU regulations, and relevant laws; supports delegations of authority and ensures compliance.
Fiscal/Position Management, Budget Oversight, and Reporting In partnership with the Deputy Chief of Staff, advises the President and Vice President/Chief of Staff on divisional budget strategy, long-range financial planning, staffing models, and resource allocation to align with institutional priorities and fiscal sustainability.
Supports the development and management of annual operating, capital, and one-time budgets for the President’s Office and PCIA; monitors expenditures and provides strategic financial analysis and recommendations.
Oversees position control, salary and benefits forecasting, and workforce planning to ensure alignment with available resources.
Reviews and processes personnel and position budget actions, providing strategic analysis on new positions, reclassifications, compensation adjustments, and stipends.
Administers multiple funding sources (state, enterprise, philanthropic) ensuring compliance, appropriate stewardship, and accurate fiscal processing, including budget transfers, position funding changes, procurement and payment processing, and maintenance of official financial records.
Identifies and resolves budget discrepancies; communicates fiscal risks and mitigation strategies to executive leadership.
Prepares quarterly and annual financial reports, dashboards, and executive summaries, translating complex data into actionable insights.
Utilizes enterprise financial systems (e.g., PeopleSoft Finance, Tableau, Questica) to conduct analysis, ensure accurate reporting and optimize processes.
Provide training and guidance to the President’s Office and PCIA budget staff.
Exercises delegated signature authority for state, enterprise, and philanthropic accounts.
Oversee the development, implementation, and updating of the President’s Office/PCIA business continuity plan.