Posted: 03-Dec-25
Location: Claremont, California
Type: Full-time
Categories: Staff/Administrative
Internal Number: REQ-7734
Hourly Rate Range: $27.00-$31.00
Applicants, please note that actual compensation is determined by several factors that are unique to each candidate, including but not limited to job-related skills, depth of experience, certifications, relevant education or training, and specific work location, among others. The offered wage or salary is only one aspect of an employee's total compensation.
This is a temporary, one-year appointment with the potential for extension based on institutional needs. The expected start date for this position will be in 2026.
PRIMARY PURPOSE/GENERAL DESCRIPTION:
The School of Community and Global Health is seeking a Budget Officer to oversee the administration and monitoring of the schools operating budget and various other tasks. Works closely with the Finance office and other administration departments to adhere to CGU policies & guidelines for operating expenses.
DESCRIPTION OF DUTIES AND RESPONSIBILITIES
ESSENTIAL FUNCTIONS:
- Administer and monitor the schools operating budget which includes review and approval of all operating expenditures via the Workday financial system.
- Monthly reconciliation of the school operating budget to review for any errors or discrepancies with regard to expenses and payroll.
- Work with the appropriate internal departments to correct any budget errors or discrepancies.
- Prepare the annual fiscal year school budget (compensation and operating expenses). Work with the Dean to project expenditures for the next fiscal year, projected enrollment and FFTE goals.
- Work with Finance to complete the annual budget and submit via BudgetPak system. This includes enrollment projections, FFTE projections and discount rates for the upcoming fiscal year.
- Prepare annual salary projections for faculty & staff (for use in preparing the annual budget).
- Review and update budget (quarterly) for Finance and make any needed changes to various line items. Update the budget spreadsheet and enter changes into BudgetPak system.
- Prepare required faculty salary documents (SPA's) as necessary for payroll.
- Review and approve all student payroll documents (new hire forms and PAF's) and timecards (in the Workday timekeeping system for each pay period).
- Communicate prior to each pay-period (via email) with students regarding payroll due dates and timely submission of their timecard in Workday.
- Work with students to get them set-up in the HR and Payroll system and/or for the Federal Work Study program (completing the appropriate FWS forms for Financial Aid). Assist students in using the Workday Timekeeping system.
- Review payroll reports (monthly and bi-weekly) for any errors. Work with HR and Payroll to correct any errors.
- Assist with the SCGH student travel & professional development awards (Fall & Spring funding rounds).
- Prepare an information list for the committee which includes application details (student name, event details, amount of funding requested and for what purpose, students standing and GPA).
- Assist Office manager to make purchases for the school (office supplies, books, swag items, software, catering for school events, faculty membership dues, etc.).
- Review/approve all supplier invoices for payment via Workday financial system.
- Budget Officer reviews & approves all school purchases and expenses prior to the purchase.
- Prepares Spend Authorizations for any purchases over the CGU threshold of $1,000.
- Prepare financial reports for CEPH & ASPPH (Public Health accreditation agencies) annual reports.
- Attend monthly Budget Officer and faculty meetings.
- Run monthly financial reports via Workday to review the schools operating budget. Prepare a monthly reconciliation report of all school expenses including compensation and operating costs.
- Assist with the CEPH self-study report and site visit (every 7 years). Prepare the financial table for the self-study report and assist with the Fiscal Resources data section. Attend site visit as needed.
- Prepare monthly P-card reconciliation in Workday (via an expense report) for credit card charges for the previous month. Reconciliation includes providing the appropriate back-up documentation and cost center to charge the expense to.
- Work closely with various CGU administrative departments (HR, Payroll, Finance, Provost office, Purchasing, TCCS, and Financial Aid).
- Assist the Program Manager with the preparation of the quarterly Board report to update the Grant Activity section of the report.
- Review and approve (as the cost center manager) all faculty and adjunct teaching & overload contracts (via Airslate).
- Work with Program Manager to prepare teaching schedules (by semester) and review for assurance that all faculty will fulfill their teaching load requirements.
- Assist Program Manager in the TA process each semester. This includes contacting faculty & adjuncts each semester to confirm their TA needs, communicate with faculty, adjuncts, & students to get a qualified TA in place for their course, sending out TA offer emails, preparing the applicable internal documents for HR & payroll to set-up in the Workday timekeeping system.
- Assist (applicable) faculty in requesting use of their annual allocated R&D funds. Send a request (via email) to the Provost office for approval of the particular expense they want to use their funds for.
- Review monthly reports from the Provost office for Faculty R&D accounts and Faculty Salary policy.
SYSTEMS USED:
- WorkDay
- BudgetPak
- Cayuse
REQUIRED KNOWLEDGE, SKILLS, ABILITIES:
- Analysis Assessment/evaluation
- Budget control and planning
- Excellent written and oral communication skills
- Interpretation of policies/analyses/trends/etc.
- Knowledge of applicable laws/policies/principles/etc.
- Knowledge of federal grant reporting guidelines Microsoft Office software (Excel, Word, Outlook, PowerPoint)
- Problem identification and resolution
- Project management
- Research background
- Scheduling
- Strong analytical and critical thinking skills.
- Ability to conduct assessments and evaluations effectively.
- Experience with budget planning, monitoring, and control.
- Excellent written, verbal, and interpersonal communication skills.
- Ability to interpret and apply policies, procedures, and regulations.
- Knowledge of applicable federal, state, and institutional laws, policies, and principles.
- Familiarity with federal grant reporting requirements and compliance guidelines.
- Proficiency in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint).
- Strong problem-solving skills and ability to develop effective solutions.
- Demonstrated project management and organizational abilities. Research and data analysis experience.
- Ability to manage scheduling and coordinate multiple priorities effectively.
Hours & Classification Status
- Standard work hours: 8:30 AM to 5:00 PM, Monday through Friday (37.5 hours/week). Full-time.
- Onsite position.
- Classification: Non-exempt.
- Appointment Type: Temporary, 1 year (with the potential for extension; continued employment contingent upon institutional needs and available funding).
- Benefits Eligibility: This temporary position is benefits-eligible under CGU's staff policies.
Benefits
We are committed to supporting the well-being and professional development of our employees. Our comprehensive benefits package includes:
- Medical, Dental and Vision insurance
- Group life insurance
- Retirement plan with a 7% employer contribution – no employee match required (after 1 year of service)
- Generous paid time off, including vacation, sick leave, and holidays
- Winter closure in December, subject to institutional approval
- Tuition reimbursement program available to eligible employees and their dependents for approved coursework, subject to plan guidelines and institutional policies
SUPERVISORY RESPONSIBILITY: None.
REPORTS TO: Dean of School of Community and Global Health