Work Schedule:Monday through Friday; weekend and evening hours as needed to meet business need; Hybrid eligibleOVERVIEWAssociated 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 DEFINITIONUnder the general direction of the Associate Director of Financial Services, Financial Services Project Coordinator will play a key role in supporting various functions within the Financial Services department. This position has broad responsibilities across Accounts Payable, Accounts Receivable, Clubs and Organizations, Corporate, and Accounting units. The position will contribute to the efficiency and accuracy of financial operations and will be expected to provide assistance to and may serve as a backup for key positions to ensure quality and continuity of operations. The Financial Services Project Coordinator will be responsible for training, reporting, monitoring, reviewing, posting entries, and special projects as assigned by the Associate Director. ESSENTIAL DUTIES
- Apply the principles, practices, and procedures of business administration, e.g., fiscal planning and controls, computerized accounting, budget development and management, supervision and leadership, training, risk management, and operations
- Assist with planning, organizing, and directing the activities of Financial Services.
- Assist with the design and preparation of reports.
- Assist with development, analysis, implementation, enforcement, and documentation of policies and procedures.
- Oversee projects and manage multiple priorities with effective communication with internal and external key stakeholders.
- Support the day-to-day operations of Financial Services Department to ensure timely and accurate processing of transactions.
- Perform financial reporting and analysis.
- Ensure business continuity by maintaining a high level of operational knowledge and readiness to step in as needed.
Accounting & Financial Services
- Assist with monthly and year-end closing processes, including financial reviews, and account analysis to ensure they are completed accurately and timely.
- Assist with timely and accurate submission of ASI data reports to campus, state, and federal governments.
- Assist with oversight of fixed assets, including inventory of fixed assets and depreciation and amortization of fixed assets, and reconciliation of fixed asset subsidiary ledger to the general ledger.
- Assist with coordination of tax preparation including preparing tax forms such as 1099s, monthly use tax/sales tax filings.
- Assist with the preparation of all agency reporting including annual tax returns, unclaimed tax filing, sales and use tax, environmental fee return, and statement of information, etc.
- Assist with internal and external audit preparation.
Training
- Design and deliver presentations and facilitate meetings.
- Prepare, disseminate, and ensure training of policies and procedures within the department.
Budget
- Assist with the preparation, presentation, implementation, and maintenance of the department budget including tracking expense and revenue goals.
- Assist with the preparation of annual budget draft for ASI, Facilities and Operations, and contracted university fund accounts and tracking of actual financial performance against budget.
General
- Review purchase orders and disbursement requests for accuracy.
- Complete journal entries.
- Complete account reconciliations.
- Assist with reconciliation of general ledger and subsidiary ledgers.
- Serve as reviewer, second reviewer, or approver to ensure appropriate internal controls and segregation of duties.
- Post to Great Plains
- Assist with the maintenance of financial and compliance documents including electronic and paper filing systems, archives, and shared folders.
Decision Making
- Make independent decisions and recommendations.
- Analyze and solve problems, draw valid conclusions, and develop alternate recommendations.
- Recommend and implement improvements.
Leadership and Supervisory Responsibilities
- Provide leadership and training to department personnel
- Provide oversight of tasks, projects, and processes, as assigned.
- May assist in the recruitment, supervision, development, performance management, and guidance as needed.
- May assist in setting goals, planning, and policy and procedure development and implementation.
Other
- Performs other related duties as assigned.
Based upon the needs of the department Project Specialist/Coordinator may be responsible for assisting with or completing the following duties during designated times: Accounts Payable & Receivable Management and Financial Reporting
- Assist with oversight of accounts payable operations to ensure timely, accurate, and compliant disbursements, including weekly disbursement requests, signature verifications, purchase order requests, cash advances, travel reviews, and monthly accounts payable reconciliation.
- Assist with oversight of accounts receivable processes including vault management, AR aging, invoicing, cash handling, cash audits, bank transactions, and monthly accounts receivable reconciliation.
- Assist with the oversight of accounting functions completed by AP & AR staff to maintain accuracy of AP & AR subledgers.
- Assist with payment processing, reconciliation of accounts, monitoring and reporting outstanding invoices, and aging balances.
General Accounting Management and Financial Reporting
- Assist with the oversight of general accounting functions, including but not limited to bookkeeping, review and postings of general ledger transactions, inter-fund transfers and paybacks, subsidiary ledger posting and reconciliation to the general ledger, and chart of accounts maintenance.
- Assist with proper accounting and financial reporting of all funds and ledgers.
- Assist with posting adjusting journal entries, reviewing and/or posting to ledger, posting interest income, reconciliation to the general ledger.
- Assist with payroll reconciliation and proper entry into general ledger.
- Assist with oversight of cash analysis, cash flow planning, and ensure availability of funds, as needed.
- Assist with account analysis and financial projections to ensure accuracy in account balance, transaction recording, and financial reporting.
Clubs and Organizations
- Assist with the oversight of club services functions, including but not limited to SRO budgets, club and organization travel, and customer service.
- Assist with SRO budget and mid-year request preparation, review, and approval.
- Assist with the review and analysis of actual financial performance against SRO approved budgets.
- Assist with SRO travel request processing, accuracy, and compliance.
- Assist with oversight of purchase orders and disbursement requests to ensure they are reviewed for accuracy, completeness, and budget compliance with any necessary adjustments requested to ensure timely approval.
Corporate Finance
- Assist with the oversight of corporate finance functions, including but not limited to budgets, financial analysis, corporate and program travel, reconciliation, and corporate finance support.
- Assist with the preparation, presentation, and implementation of Administrative and Capital Project budgets.
- Assist with the review and analysis of actual financial performance against approved budgets.
- Assist with oversight and direction regarding corporate and program travel and logistics.
- Assist with corporate and program travel requests to ensure they are reviewed for accuracy and compliance with ASI standards and are processed timely.
- Assist with P-Card assignments and reconciliation
- Assist with weekly Amazon disbursement requests.
- Assist with reconciliation of credit cards.
MINIMUM QUALIFICATIONSEducation and Experience:
- Bachelor's degree from an accredited college or university in Accounting, Finance, Business Administration, or closely related field.
- Minimum three (3) years of progressive responsible financial services, reconciliations, accounting, budget development and analysis, and training.
- Minimum three (3) years overseeing or leading the work of others.
- Experience in fund accounting preferred.
- Experience working for a large, public university within an auxiliary or self-support operation preferred.
KNOWLEDGE, SKILLS AND ABILITIES
- Thorough knowledge and understanding of accounting principles and standards, theories, statistical and research methods, and fiscal reporting.
- Considerable knowledge of generally accepted accounting principles and practices and proven ability to establish proper internal controls and procedures.
- Considerable knowledge of cash management, disbursements, reconciliations, and financial reporting.
- Knowledge of the principles, problems, and methods of non-profit business administration and operational and fiscal management
- Knowledge of audit and tax requirements and preparation.
- Knowledge of budget development, maintenance, and analysis.
- Knowledge of, or ability to quickly learn, CSU and ASI policies and procedures.
- Knowledge and ability to develop and implement effective and efficient processes, procedures, and solutions.
- Knowledge of Great Plains or other ERP financial systems.
- General knowledge of the principles of personnel management, staff development, and supervision and ability to effectively utilize management skills.
- Possess analytical skills with the ability to identify and analyze issues to develop, recommend, and evaluate solutions.
- Technical fluency with computer skills and within a collaborative workspace utilizing electronic equipment and business-related software for word processing, spreadsheets, financial analysis, and reporting.
- Experience in techniques, analysis, research, and development and the ability to interpret and evaluate results to develop sound conclusions and make recommendations.
- Effective interpersonal skills with the proven ability to guide others in a highly collaborative manner
- Demonstrated ability to communicate effectively, both orally and in writing, with diverse student, staff, faculty, and community members in a courteous manner with emphasis on customer service.
- Ability to utilize problem-solving techniques to evaluate complex accounting problems, understand and apply applicable rules and regulations.
- Ability to plan, direct, and review a variety of accounting, budgeting, compliance, training, and related activities and meet important deadlines.
- Ability to analyze financial and statistical data and prepare financial reports.
- Ability to change priorities when needed to meet changing and overlapping deadlines.
- Ability to work independently, use initiative and exercise judgment.
- Ability to work with a diverse student and campus community.
- Ability to establish and maintain effective working relationships within a diverse multicultural environment.
- Ability to satisfactorily complete a background check (including a criminal records check)
WORK ENVIRONMENTWhile performing the duties of this job, the employee is frequently required to sit, talk and hear; manual dexterity, eye-hand coordination, and verbal communication; use of office equipment and mobile devices: telephones, calculator, copier and fax. Must be able to walk, stand, bend and lift up to 45 pounds.POSITION SENSITIVITYBased on the duties and responsibilities of this position, it has been designated to be a sensitive position.BACKGROUND CHECKA background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with Associated Students, Inc., Cal Poly Pomona. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current ASI employees who apply for this position.MANDATED REPORTING REQUIREMENT In compliance with the California Child Abuse and Neglect Reporting Act (CANRA) and the CSU Executive Order 1083, each ASI employee is designated as a mandated reporter and is required to sign an Acknowledgment of Mandated Reporter Status and Legal Duty to Report Child Abuse and Neglect.SYSTEM-WIDE SMOKE AND TOBACCO FREE ENVIRONMENT EO 1108: Cal Poly Pomona is a smoke and tobacco-free campus. Please refer to the link below for policy information. COVID-19 VACCINATION CSU, along with Associated Students Inc., strongly recommends all staff who are physically accessing campus facilities or programs to be fully vaccinated against COVID-19, which includes obtaining a COVID-19 booster dose. See policy at