Administrative Analyst

Cal Poly Pomona; Pomona (CA); On-site; USD 59,000 - 62,000; Full time

Job summary

Cal Poly Pomona in Pomona seeks an Administrative Analyst to support IT services, budgeting, procurement, and financial reporting. The role focuses on chargebacks, MOUs, and division-wide cost control with close collaboration across the IT division and campus units.

The candidate will help prepare annual cost recovery plans, maintain licenses, and provide strategic administrative support to senior staff. A bachelor’s degree and two years of related experience are preferred for this at-will,

Qualifications

• Bachelor's degree or equivalent; study, analysis, or evaluation leading to policy or program improvement.
• Two years of related experience.
• Ability to apply standard theories to develop conclusions and recommendations.
• Knowledge of policies and regulations related to the program/administrative area.
• Experience with operational and fiscal analysis techniques.

Responsibilities

• Perform high-level analysis of telecommunications environment and manage VDWC charges.
• Maintain MOU chargeback processes and track revenue recovery for IT.
• Coordinate requests for new projects/services and capture revenue from chargebacks.
• Prepare budget analysis to support IT operations and process requisitions and invoices.
• Coordinate HR compliance and security reviews for service requisitions.
• Provide backup for division administrative functions and maintain software license renewals.

Skills

Budget analysis

Communication skills

Problem solving

Organizational skills

Research skills

Education

Bachelor's degree or equivalent

Tools

Spreadsheets

Procurement systems

Job description

Administrative Analyst

Job No: 562857

Work Type: Staff

Location: Pomona

Categories: Unit 9 - CSUEU - Technical Support Services, Administrative, At-Will, Full Time, On-site (work in-person atbusiness location)

Type of Appointment: Full-Time, Probationary

Job Classification: AdministrativeAnalyst/Specialist Exempt I

Anticipated Hiring Range: $5,274-5,597 monthly

Work Schedule: Monday - Friday, 8:00am -5:00pm

THE DEPARTMENT

The Division for Information Technology provides innovative,strategic and cost-appropriate technology services in collaborationwith the campus community to advance the mission of the University. Technology services are recognized as an essential resource infurthering the University's mission. IT will provide technologysolutions, expert consultation, and leadership resulting innumerous enhancements to the advancement of learning and knowledgeand to the effectiveness of campus support services and businessprocesses for the entire University. The IT Engagement/Project andProcess Management Office (PPMO) provides central technologymanagement oversight for new and existing campus-wide technologyinitiatives. This oversight includes technology focused projectmanagement and project reporting for significant processes. ThePPMO also provides project management for university wideinitiatives.

DUTIES AND RESPONSIBILITIES

Finance/Procurement

• Conducts high-level analysis of the telecommunicationsenvironment, providing primary support for the management of thecampus' VDWC (voice, data, wireless, and camera) system charges,and coordination related chargeback processes.
• Maintains MOU chargeback processes in compliance with state andCSU guidelines; develops and implements processes to track MOU costrecovery revenue for the IT Division.
• In conjunction with the Executive Director for IT BusinessOperations, coordinates requests routed through the division of ITfor new projects or services, which are included within the MOUsand captures revenue from associated chargebacks.
• Performs a wide variety of budget analysis functions requiredto support IT Division operations.
• Processes requisitions through the procurement system, tracksinvoices, vendor creation/tracking, and coordination betweencontract or purchase owner.
• Coordinates HR compliance, ATI, and security reviews pertainingto service requisitions.
• Provides ATI reviewed items for the CIO's review.

Educational Broadband Services (EBS)

• Serves as a coordinator of official correspondence between CalPoly Pomona, external legal consultants, the FCC, the Chancellor'sOffice, VP/CIO, AVPs for Finance & Administrative Services andProcurement & Support Services, Executive Director forConverged Network Services, and the Executive Director ofMediaVision.
• Administers the EBS Service-Credit Program, providing accuratecredit tracking for VP/CIO requests and reports; purchasing withcredits; contract adherence; device research, pricing, selection, procurement, and tracking; and customer and vendor problemresolution.
• Purchases/tracks devices such as phones, iPads, or hotspots,for student, faculty, and staff use, coordinating with the AVP forIT Engagement with regards to the number of devices needed and withstaff to ensure proper vendor reimbursement; activating,deactivating devices, as needed.

Division Budget Analysis

• Maintains the campus-wide Memorandums of Understanding (MOUs)with auxiliary constituents to ensure that voice and data ports arecharged back correctly.
• Projects expected revenue of auxiliary chargeback funds fromMOUs and the VDWC.
• Provides consultative support to the auxiliary unitmanagers/staff to ensure MOU information is accurate. ViaUniversity Accounting Services, processes monthly MOU voice, data,wireless access point, and camera-related chargebacks.
• Provides monthly reports to auxiliary constituents as back-updocumentation for reconciliation.
• Coordinates with the Executive Director for IT BusinessOperations, AVPs, Executive Directors, Directors, and campusconstituents on the administrative documentation and processing ofagreements for IT services not included in MOUs.
• Tracks approved agreements and supports accurate chargebackprocessing.
• Tracks and coordinates on activities pertaining to the Pharosprint system.
• Prepares the annual Cost Recovery and Allocation Plan for theIT Division.
• Provides backup support for CPP Foundation funds.
• Maintains and processes fiscal records, including internalbudget spreadsheets concerning MOU chargebacks, campus agreements,and reports.
• Provides backup support for foundation deposits.

Professional Development & Participation

• Serves on committees, participates in departmental and campusevents/activities.
• Participates in employee training opportunities andprofessional development activities designed to enhance workeffectiveness.
• Back-up support to Division Administrative functions
• Provides administrative and analytical support for campus-widemaintenance and software license agreements and renewals.
• Tracks division software license renewals and purchases; andfacilitates ATI compliance review for division and campus-wide ITprocurement requisitions.
• Follows established purchasing and procurement procedures.
• Coordinates vendor-related administrative activities.
• Prepares requisitions and supporting documentation for reviewand approval.
• Processes chargebacks; and processes vendor invoices
• Processes monthly telecommunications bills and invoices frommultiple vendors.
• Coordinates payroll pick-up support for staff and studentworkers.
• Provides program support for Student Success Fee funds as theyrelate to hardware, software, and classroom purchases, upgrades,and maintenance requirements.
• Identifies contract-documentation or invoice discrepancies andcoordinates with the appropriate procurement, fiscal, vendor, andcampus contacts to support resolution.
• Tracks maintenance agreements and coordinates documentation forrenewal or non-renewal decisions.
• Provides administrative analysis regarding proposed additions,removals, or modifications for management and Procurementreview.
• Tracks and maintains the inventory of software licenses managedby the division on behalf of the University.
• Provides general office support to the CIO's Office.

QUALIFICATIONS

• Bachelor's degree and/or the equivalent training andadministrative work experience involving study, analysis, and/orevaluation leading to the development or improvement ofadministrative policies, procedures, practices, or programs.
• Two years of related experience.
• Working knowledge of, and ability to apply standard theories,principles, practices, and techniques applicable to the programand/or administrative specialty to develop conclusions and makerecommendations.
• Thorough knowledge of policies, procedures, and outsideregulations pertaining to the applicable program and/oradministrative specialty.
• Working knowledge of operational and fiscal analysis andtechniques.
• Ability to take initiative and plan, organize, coordinate, andperform work in various situations where numerous and diversedemands are involved.
• Skill in research, development and evaluation of policies andprograms, including skill in the collection, evaluation, andinterpretation of data to develop sound conclusions and makeappropriate recommendations.
• Expertise in investigating and analyzing problems with a broadadministrative impact and implications.
• Ability to anticipate problems and address themproactively.
• Demonstrated ability to effectively interpret, organize, andpresent information and ideas in written or presentation form.
• Ability to train others on new skills and procedures andprovide lead work direction.

PREFERRED QUALIFICATIONS

• Experience working in a higher education, public-sector, orother complex organizational environment.
• Experience performing fiscal or administrative analysis relatedto cost recovery, chargebacks, revenue projections,reconciliations, or financial reporting.
• Experience coordinating procurement, service agreements, vendordocumentation, invoices, contract renewals, or relatedadministrative processes.
• Experience providing administrative support for memoranda ofunderstanding, service-credit programs, telecommunicationsservices, technology programs, or other programs or agreementsinvolving multiple internal and external stakeholders.
• Proficiency using spreadsheet, financial, procurement, andreporting systems to organize data, prepare reports, and supportadministrative decision-making.
• Working knowledge of CSU, Cal Poly Pomona, or Cal Poly PomonaFoundation financial, procurement, and administrative policies andsystems.
• Demonstrated ability to communicate complex fiscal, program, orprocedural information clearly to managers, campus partners,vendors, and other stakeholders.

Out of State Work

The California State University (CSU) system is a network oftwenty-three public universities providing access to a qualityeducation through the support of California taxpayers. Part ofCSU's mission is to prepare educated, responsible individuals tocontribute to California's schools, economy, culture, and future.As an agency of the State of California, the CSU's businessoperations almost exclusively reside within California. The CSUOut-of-State Employment Policy prohibits hiring employees toperform CSU-related work outside California. For more information, go to CaliforniaState University Out-of-State Employment Policy.

Background Check

Cal Poly Pomona will make a conditional offer of employment tofinal job candidates, pending the satisfactory completion of abackground check (including a criminal records check). Theconditional offer of employment may be rescinded if the backgroundcheck reveals disqualifying information, and/or it is discoveredthat the candidate knowingly withheld or falsified information. Indetermining the suitability of the candidate for the position, CalPoly Pomona will give an individualized assessment to anyinformation that the applicant submits for consideration regardingthe criminal conviction history such as the nature, gravity andrecency of the conviction, the candidate's conduct, performance orrehabilitation efforts since the conviction and the nature of thejob applied for. For more information, go to CaliforniaState University Background Check Policy.

Education Code 89521 Requirements

Applicants will be required to disclose whether they have receiveda final administrative decision or final judicial decisiondetermining that they have committed sexual harassment within thelast 7 years only after a determination is made that they meet theminimum qualifications for the position, and before an offer ofemployment is extended. Applicants who reach the final stages ofthe application process must also sign a release form thatauthorizes the release of information by the applicant's currentand/or former employers to the CSU concerning any substantiatedallegations of misconduct.

CSU Classification Salary Range

This position is part of the CSUEU bargaining unit 9. The CSUClassification Standards for this position are located on CSU Classification Standards website. The CSU Salary Scheduleis located on the CSU Salary Schedule website. The classification salary rangefor this position according to the respective skill level is:minimum $5,274 and maximum $7,684 per month. Please refer to theanticipated hiring range for the appropriate salary rate for thisparticular position.

Employment Eligibility Verification

Cal Poly Pomona hires only individuals lawfully authorized to workin the United States. In compliance with federal law, all personshired will be required to verify identity and eligibility to workin the United States and to complete the required employmenteligibility verification form upon hire. For more information, gothe I-9Acceptable Documents website.

University Driving Requirement

Positions that require driving for university business by using apersonal or state vehicle must comply with the AuthorizedUniversity Driver Policy. Driving records are monitored andevaluated by the Risk Management Department. The Risk ManagementDepartment evaluates a good driving report based on the followingcriteria. The driver must: 1. Have a valid California or otherState Driver's license. 2. Have no more than 3 motor vehicleviolations or been the cause of 3 accidents in a 12-month period(or any combination of 3 thereof) 3. Not have more than 3 DMVPoints, if their license is Class C or, 4. Not have more than 5 DMVPoints, if their license is Class A, B, or C with endorsements. Formore information, go to Authorized University Driver Policy.

Security & Fire Safety

In compliance with state and federal crime awareness and campussecurity legislation, including the Jeanne Clery Campus Safety Act,California Education Code section 67380, and the Higher EducationOpportunity Act (HEOA), Cal Poly Pomona's Annual Security Report and Annual Fire Safety Report are available for viewing at Cal PolyPomona's Annual Security Report and Cal Poly Pomona's Annual Fire Safety Report.

Pay Transparency Nondiscrimination

As a federal contractor, Cal Poly Pomona will not discharge or inany other manner discriminate against employees or applicantsbecause they have inquired about, discussed, or disclosed their ownpay or the pay of another employee or applicant. For moreinformation, see the Pay Transparency Nondiscrimination Provision poster.

Reasonable Accommodation

We provide reasonable accommodations to applicants and employeeswith disabilities. Applicants with questions about access orrequiring a reasonable accommodation for any part of theapplication or hiring process should contact the ADA Coordinator byemail at [e-mail]. Formore information, go to Employment Notices.

Equal Employment Opportunity

Consistent with California law and federal civil rights laws, CalPoly Pomona provides equal opportunity in employment withoutunlawful discrimination or preferential treatment based on race,sex, color, ethnicity, or national origin. Our commitment to equalopportunity means ensuring that every employee has access to the resources and support they need to thrive and succeed in a university environment and in their communities. Cal Poly Pomonacomplies with Title VI of the Civil Rights Act of 1964, Title IX ofthe Education Amendments of 1972, the Americans with DisabilitiesAct (ADA), Section 504 of the Rehabilitation Act, the CaliforniaEquity in Higher Education Act, California's Proposition 209 (Art.I, Section 31 of the California Constitution), other applicablestate and federal anti-discrimination laws, and CSU'sNondiscrimination Policy. We prohibit discriminatory preferentialtreatment, segregation based on race or any other protected status,and all forms of discrimination, harassment, and retaliation in alluniversity programs, policies, and practices.

Other Notices

For other important employment notices, we invite you to visit Cal Poly Pomona's Employment Notices web page.

Advertised: October 08, 2026 (9:00 AM) Pacific DaylightTime

Applications close: October 22, 2026 (11:55 PM)

To apply, visit https://careers.pageuppeople.com/873/po/en-us/job/562857/administrative-analyst

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