Assistant Director, Fiscal and Administrative Operations

Join our team at the California State University, Office of the Chancellor, and make a difference in providing access to higher education. We are currently seeking experienced candidates for the position of Assistant Director, Fiscal and Administrative Operations. The CSU Chancellor's Office, located on the waterfront adjacent to the Aquarium of the Pacific in downtown Long Beach, is the headquarters for the nation's largest and most diverse system of higher education. The CSU Chancellor's Office offers a premium benefit package that includes outstanding vacation, health, and dental plans; a fee waiver education program; membership in the California Public Employees Retirement System (PERS); and 15 paid holidays a year.

The anticipated salary hiring range is up to $112,500 per year, commensurate with qualifications and experience.

Administrator II

The California State University, Office of the Chancellor, is seeking an Assistant Director, Fiscal and Administrative Operations to oversee financial management, day-to-day operations, and administrative processes for the Division of Academic Affairs (DAA). This position serves as a key advisor to DAA leadership on resource allocation, procedural improvements, and operational matters related to budget, staffing, program planning while keeping the Vice Chancellor (VC), Academic Affairs and Chief Academic Officer informed of all changes.

Under the general direction of the Associate Vice Chancellor, Academic Affairs and Chief Intelligence Officer, Workforce Intelligence for the Academic Enterprise, the Assistant Director, Fiscal and Administrative Operations will:

Accounting, Budgeting, Forecasting and Financial Reporting:

-Direct day-to-day fiscal operations of the Vice Chancellor’s office, including financial workflows, budget tracking, reconciliation and forecasting. Review and approve division-wide fiscal transactions and expenditures, including but not limited to purchase requisitions, travel and expense reimbursements for accuracy and ensure compliance with all applicable CSU and CO policies and procedures, and provisions of funding sources.

-Serve as the principal advisor to the VC on the annual budget. Work closely with systemwide budget and finance staff and develop the budget in collaboration with department heads. Coordinate quarterly departmental assessments, prepare fiscal analyses, expenditure reports and budget summaries for leadership review and decision making.

-Confer with the CO budget office to ensure understanding of DAA budgets and expenditures.

-Responsible for mid-year and year-end close process and reporting. Work closely with sub-division fiscal leads on the annual budget process and year-end closing.

-Establish internal controls and division policies and procedures governing all financial operations. Train support staff and ensure compliance with CSUCO and Foundation policies and procedures.

-Provide advice to the VC, Associate VC and Directors on opportunities for savings and budget risks or constraints that need to be addressed, as well as interpretation of CSUCO and Foundation policies and procedures.   

-Review departments’ intent to submit grant proposals, review proposed budgets, make recommendations for approval to submit and coordinate with Sponsored Programs on managing grant funds.

Human Resources:

-Serve as the primary liaison for DAA to Human Resources (HR). Act as the point person for all personnel-related matters. Provide departments with guidance and coordination on HR matters, prepare, review and process HR related documents (recruitments, separations and personnel transactions) while ensuring compliance with CSUCO policies and procedures.

-Manage the recruiting, selection and onboarding process for the Office of the VC, including reviewing position descriptions, submitting HR documentation, coordinating the search committee, contacting candidates, managing recruitment and interview schedules.

-Coordinate with the HR department to address and monitor personnel issues. Work with VC, employee’s supervisor, and HR to identify appropriate courses of action on performance issues and accommodations.

-Manage the performance evaluation process, maintain personnel files and coordinate service awards with HR.

-Support a culture of belonging and inclusion in which all team members feel valued and recognized.

Management and Operations:

-Provide leadership and training to the Division Fiscal Analyst, with accountability for results. Manage analyst to ensure that work is properly allocated and completed in a timely and accurate manner and guide overall division office priorities.

-Partner with the Executive and Operations Assistant (EOA) to coordinate executive and divisional priorities, align progress with budget on division initiatives and responsibilities with CSU Forward to ensure operational readiness for DAA efforts. Manage and develop administrative workflows for executive office procedures, approval processes, action-item tracking, records management and operational improvements.

-Serve as back-up to the EOA by providing leadership and continuity for the Office of the Vice Chancellor in the EOA’s absence, ensuring uninterrupted execution of executive office operations and divisional priorities.

-Serve as a key resource and point of contact for DAA, providing guidance on budget status, fiscal transactions, HR processes, PageUp and administrative systems and best practices. Ensure compliance with CSU, CO and division-wide policies and procedures. Provide training and support for the effectiveness and efficient operation of the division.

-Develop division-wide policies, procedures and practices to maintain appropriate internal controls and quality customer service.

-Review and approve divisional fiscal and HR transactions on behalf of the Vice Chancellor as defined through delegation of authorities.

-Oversee DAA’s faculty engagement and buy-out process and serve as systemwide point of contact for this process.

-Lead operational planning and coordination for the Wang Family Excellence Award program. 

-Manage DAA’s workspace allocations.

Special Projects and Other Duties:

-Other duties as assigned to improve administrative effectiveness and impact.

-Work collaboratively on special projects with DAA administrative staff in support of division goals and initiatives and serve as back-up as needed.

This position requires:

-Bachelor's degree from an accredited four-year university with a focus in business, accounting or related field; or an equivalent combination of education and six years related experience, which demonstrates that the applicant has acquired the knowledge and abilities listed is required. 

-A minimum of six years of progressively responsible experience in finance and administration, including professional budget experience in budget development, preparation, reconciliation, financial analysis, management of complex budgets or related experience.

-Experience managing day-to-day operations, including the development and maintenance of office procedures and project management.

-Strong knowledge of the principles and practices of general accounting and governmental budget procedures.

-Ability to understand, interpret, and apply a wide variety of policies and procedures is required.

-Experience in a higher education environment is required.

-Demonstrated strong ability to allocate and optimize use of limited fiscal resources.

-Strong background in accounting and budgeting, including knowledge of rules, regulations and policies related to the administration of the budget. Demonstrated working knowledge of internal control concepts and techniques.

-Experience with full-cycle recruitment, including preparation and review of position descriptions, position budgets, job posting, interviewing and onboarding. Excellent attention to detail.

-Excel in working across multiple departments/divisions. Strong sense of service orientation with a proven ability to balance customer service, controls and compliance. Ability to develop creative solutions and take initiative to constantly improve the division.

-Demonstrated ability to be innovative, applying experience, knowledge and judgment to situations.

-Proven ability to work collaboratively and effectively communicate with an ethnically and culturally diverse community.

-Work experience in grant proposal development, writing, editing and report preparation.

-Demonstrated ability to analyze complex information and formulate action plans. Thorough knowledge and experience in problem-solving, including collection, evaluation and interpretation of data to develop sound conclusions. Ability to make and articulate analysis, options and appropriate recommendations orally and in writing with a high level of accuracy.

-Demonstrated ability to maintain strict confidentiality in all matters and perform a wide range of duties that require tact, sensitivity, independent judgement, diplomacy, flexibility and discretion.

-Knowledge of project management principles and excellent organizational skills. Demonstrated ability to plan and coordinate multiple projects and activities with competing deadlines, and to set and manage timelines and priorities.

-Effective interpersonal, written and verbal communication skills.

-Experience in enterprise accounting software such as PeopleSoft.

-Proficiency with Microsoft Office programs, especially Word, Excel, Outlook and PowerPoint.

-Master’s degree in business or public administration is highly preferred.

-Proficiency with Smartsheet, Adobe Sign and Adobe Creative Suite preferred.

-Demonstrated leadership and team building skills with the ability to lead and supervise staff preferred.

-Expertise with state and CSUCO fiscal policies, practices and procedures is preferred.

-Experience in managing projects and knowledge of administrative practices in a university environment is preferred.

Priority consideration will be given to candidates who apply by November 6, 2026. Applications will be accepted until the job posting is removed.

Please click "Apply Now" to complete the California State University, Chancellor's Office online employment application.

Consistent with California law and federal civil rights laws, the CSU provides equal opportunity in education and employment without unlawful discrimination or preferential treatment based on race, sex, color, ethnicity, or national origin. Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose by contacting the Senior Human Resources Manager at (562) 951-4070.

Please view the Notice of Non-Discrimination on the Basis of Gender or Sex and Contact Information for Title IX Coordinator at: https://www2.calstate.edu/titleix

This position requires new hire employment verification to be processed through the E-Verify program administered by the Department of Homeland Security, U.S. Citizenship and Immigration Services (DHSUSCIS) in partnership with the Social Security Administration (SSA).

If hired, you will be required to furnish proof that you are legally authorized to work in the United States. The CSU Chancellor’s Office is not a sponsoring agency for staff and Management positions (i.e., H1-B VISAS).

Per the CSU COVID-19 Vaccination Policy, it is strongly recommended that all Chancellor’s Office employees who are accessing office and campus facilities follow COVID-19 vaccine recommendations adopted by the U.S. Centers for Disease Control and Prevention (CDC) and the California Department of Public Health (CDPH) applicable to their age, medical condition, and other relevant indications.

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 in CSU Executive Order 1083 as a condition of employment.

The duties of this position will include participation in decisions that may have a material financial benefit to the incumbent. Therefore, the selected candidate will be required to file Conflict of Interest Form 700: Statement of Economic Interest when they first occupy the position, and on an annual basis, complete ethics training within 6 months of appointment, and attend this training every other year thereafter.

California State University, Office of the Chancellor, as part of the CSU system, is a State of California Employer. As such, the University requires all employees upon date of hire to reside in the State of California. As of January 1, 2022, the CSU Out-of-State Employment Policy prohibits the hiring of employees to perform CSU-related work outside the state of California.

The Chancellor's Office policy requires that the selected candidate successfully complete a full background check (including a criminal records check) prior to assuming this position.

Back to search results Apply now Refer a friend