Job Description Summary

The Cal Poly Leadership and Service area consists of the Center for Leadership, the Center for Service in Action, Clubs and Organizations, Fraternity and Sorority Life and AmeriCorps Programs, which supports the development of student leadership and service on campus and in the surrounding community. Their events and services encourage leadership skill development and competency, assumption of leadership and service roles, community building and collaboration, and the continuation of service to ones community after graduation. We are committed to supporting the academic success of students by fostering the development of integrity and problems solving skills; teaching self-advocacy and personal responsibility; and providing students with opportunities to learn and practice the fundamental principles of good citizenship, responsible leadership, and the importance of justice, equity, diversity, and inclusion in a global society. Clubs and Organizations provide an opportunity for students to participate in registered student organizations with a specific interest and focus relevant to the participants academic or personal interest, to participate in club sports as student-athletes, and acquire leadership, event planning, and team skills.

Under the direction of the AmeriCorps Program Manager, the Program Operations Analyst interprets policies and procedures to uphold program regulations, while also providing strong customer service and utilizing analytical skills to enhance internal processes. The Program Operations Analyst interprets and applies existing fiscal policies and procedures with precision to ensure compliance and efficiency. They actively identify areas for process improvement and provide consultation accordingly. Additionally, they manage fiscal reporting and accounting duties, maintaining accuracy and timeliness in all financial operations. Their commitment to providing high-quality customer service is paramount, as they interact with stakeholders while upholding professional standards. This position collaborates with a range of internal and external stakeholders, including Sponsored Programs, the Office of Financial Aid, community partners, and grant sponsors such as California Volunteers and the Napa County Office of Education. They collect and organize data to ensure compliance with reporting and grant requirements, crucial for supporting these programs and potentially renewing their funding. Overall, the Program Operations Analyst plays a crucial role in ensuring the smooth functioning of programming, leveraging analytical skills and effective communication/customer service to maintain compliance with all requirements. All staff of the AmeriCorps program team should be committed to the ongoing personal and professional development of students, assessing risk for member activities, and working conditions of members, establishing, and maintaining cooperative working relationships with constituents on- and off-campus, and performs effectively under the pressure of deadlines and other administrative demands.

Minimum Qualifications

• Graduation from an accredited four-year university.
• Minimum three (3) years of office, accounting, and customer service experience.
• Exceptional proficiency in Excel, along with strong computer skills including Microsoft Word and financial software.
• Ability to perform complex, sensitive, and confidential duties.
• Strong customer service skills with a posture of curiosity.
• Ability to prioritize, plan, organize, and meet deadlines.
• Ability to establish and maintain cooperative and effective working relationships with others.
• Excellent verbal and written skills and the ability to interface with all levels of staff at each partner institution, including the campus presidential level, the Office of the Governor of the State of California, university community, including students, faculty and staff, and the public.
• Int rpersonal skills using tact, patience, and courtesy.
• A background check is required for all regular benefited positions.
• Ability to maintain regular and reliable attendance.
• 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 inCSUExecutive Order 1083 as a condition of employment Minimum of five years of professional experience in one of the student services program areas or in a related field (graduate degree may be substituted for up to two years of the required experience.

Preferred Qualifications

Physical Demands

• Hearing and speaking to exchange information in person or on the telephone
• Dexterity of hands, fingers, and wrist to operate a computer keyboard and calculator
• Seeing to read a variety of materials
• Sitting or standing for extended period of time
• Physical agility to lift 20 pounds to shoulder height
• Physical agility to lift, carry, push, or pull objects
• Commuting on an as needed basis to outside meetings and training locations

Typical Essential Functions

• Provide analyst level support to the Coastal California Civic Leadership Consortium and AmeriCorps Volunteer Infrastructure Project (VIP) team, members, and partners.
• Oversee and coordinate day-to day fiscal activity, reporting, and interpretation of complex policies and procedures.
• Process invoices for payment (Accounts Payable), Deposits (Accounts Receivable), support full cycle of purchasing
• Reconcile vendor statements to paid/outstanding invoices.
• Ensure that expenses remain within budget plan and coordinate recordkeeping.
• Provide strong customer service across the university, consortium, and community.
• In collaboration with department leadership, liaise with internal and external stakeholders regarding policies, procedures, and program requirements.
• Evaluate and recommend operational and procedural improvements to the Program Manager.
• Regularly consult and maintain compliance of fiscal policies and procedures in conjunction with Leadership and Service Operations Coordinator.
• Collect and report operational and assessment data related to members and host agencies (e.g., participation, impact).
• Support recruitment, hiring, onboarding, evaluation, and timekeeping of the AmeriCorpsVIPmembers and College Corps students.
• Perform other job-related duties and special projects as assigned.
• Attend training and maintain skill currency as appropriate to safely and effectively complete assignments.

Special Instructions to Applicants

Cal Poly Partners provides excellent benefits including medical, dental, vision, life insurance, retirement, paid sick leave/vacation and 14 holidays.

Employees are eligible to participate in theCPCMedical Insurance Plan offered through the California Public Employees Retirement System (CalPERS). Employees have different plans from which to choose including HMOs and PPOs. The coverage includes the employee, his/her dependents, or domestic partner. TheCPCcovers a large portion of the medical premium for the employee and eligible dependents.

All employees are members of the California Public Employees Retirement System (CalPERS) and will contribute to their retirement; these contributions can be refunded if the employee terminates prior to retirement.

Please visit our website for additional benefits information. https://www.calpolycorporation.org/resources/business-services/human-resources/benefits/