Club Services Finance Coordinator

Work Schedule: Monday through Friday; varying work hours may include early morning, evenings, and weekends, as needed. Hybrid eligible; Temporary 18-month

Overview

Associated 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.

POSITION DEFINITION

Under the direction of the Director of Organizational Effectiveness, the Clubs Services Finance Coordinator is responsible for overseeing the financial operations of Club Services, ensuring effective budget administration, funding allocations, financial compliance, account monitoring, and operational support for clubs, councils, advisors, and staff.

ESSENTIAL DUTIES

Personnel Responsibilities

• Responsible for recruitment, supervision, training, development, performance management, and guidance as needed to unit personnel, setting goals, and preparing evaluations of their performance, and cross-training to effectively work towards a cohesive, collaborative, and synergistic team: (1) part-time Club Finance Supervisor and approximately (8) part-time Clubs Services Assistants
• Ensure assigned operations in this unit is carried out in accordance with established policies and procedures based on organizational goals and generally accepted accounting standards.
• Manage the team to ensure that work is properly allocated and completed in a timely and accurate manner and guide overall units’ priorities in collaboration with the Director

Administration

• Responsible for the enhancement, analysis, implementation, enforcement, and documentation of policies and procedures impacting the Clubs Services unit
• Recommend and implement improvements as they relate to the Clubs Services unit
• Actively engage as an organizational leader in all ASI team learning and training as well as ASI and University meetings, task teams, and committees
• Role model the behaviors of ASI core values, constantly challenging one’s mental models as an active learner
• Serves as liaison with University personnel, as needed
• Works in collaboration with the direct supervisor and ASI Executive staff on activities outside of the unit, as needed
• Performs other duties as assigned

Club Service Financial Leadership

General

• Responsible for ensuring all RSO representatives receive a high level of customer service during all interactions with Clubs Services staff.
• Provide leadership and oversight on effective budget preparation, compliance with approved budgets, and account analysis.
• Responsible for the oversight of the annual budgets for RSO’s and the review and analysis of actual financial performance against approved budgets.
• Oversee RSO additional funding requests including but not limited to supporting a clear process, providing support for group submissions, and posting timely, accurate allocations
• Assist with supporting the overall financial functions of Club Councils with clear standard operating procedures and policy alignment

Budgets:

• Oversee RSO budget preparation process and club and council guidance
• Ensure RSO budgets are completed accurately and approved in a timely manner

Banking:

• Ensure purchase orders and disbursement requests are reviewed for accuracy, completeness, and budget compliance with any necessary adjustments requested to ensure timely approval.
• Provide oversight of financial reporting and analysis for RSOs including but not limited to profit and loss (P&L) statements

Travel:

• Provide oversight and direction regarding RSO-related travel
• Ensure all RSO travel requests are reviewed for accuracy and compliance with ASI, CSU and University standards are processed timely.

Training:

• Oversee and facilitate training for RSOs on budget, disbursement, and travel policies, procedures, and forms.
• Develop and ensure implementation of training programs and procedure manual for all RSOs

MINIMUM QUALIFICATIONS

• A bachelor’s degree from an accredited college or university
• Minimum two years of progressive responsible experience, including record-keeping, budget development and analysis, customer service, and training.
• Minimum three years leading or supervising the work of others.
• Experience within a university or nonprofit environment preferred.

KNOWLEDGE, SKILLS AND ABILITIES

• Knowledge of general non-profit accounting methods and related rules, regulations, and procedures
• Considerable knowledge of budget development, maintenance, and analysis.
• Ability to understand problems and objectives from a broad perspective and discern applicable underlying principles to conceive and develop strategic solutions when dealing with clubs and organizations.
• Knowledge and ability to develop and implement effective and efficient processes, procedures, and solutions.
• Ability to plan, direct, and review a variety of activities and meet important deadlines.
• Ability to analyze financial and statistical data and prepare comprehensive reports with a high level of accuracy.
• Knowledge of, or ability to quickly learn, CSU and ASI policies and procedures.
• Possess analytical skills with the ability to identify and analyze issues to develop, recommend, and evaluate solutions.
• General knowledge of the principles of personnel management and supervision and ability to effectively utilize management skills.
• Ability to change priorities when needed to meet changing and overlapping deadlines.
• 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.
• Knowledge of customer service standards and ability to create procedures as well as motivate, train, and ensure staff provide quality customer service to all stakeholders.
• Effective interpersonal skills with the proven ability to guide others in a highly collaborative manner.
• Must be able to establish and maintain effective working relationships within a diverse multicultural environment.
• Technical fluency with computer skills using standard office software (e.g. Microsoft Office Suite) and databases.
• Ability to work independently, use initiative and exercise judgement.
• Ability to satisfactorily complete a background check (including a criminal records check)

WORK ENVIRONMENT

Frequently required to sit, talk and hear; manual dexterity, eye-hand coordination, and verbal communication; use of office equipment: telephones, computer, calculator, copier and fax.

POSITION SENSITIVITY

Based on the duties and responsibilities of this position, this position has been designated to be a sensitive position with access to sensitive data.

BACKGROUND CHECK

A background check (including a criminal records check) must be completed satisfactorily before any candidate can begin employment 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.

SYSTEMWIDE 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