Administrative Coordinator

California State University, Fresno Foundation

ADMINISTRATIVE COORDINATOR – TITLE IV-E CHILD WELFARE PROGRAM,

DEPARTMENT OF SOCIAL WORK EDUCATION

JOB ANNOUNCEMENT #25-756

POSITION SUMMARY:

Full-time, benefited position with the Title IV-E Child Welfare Program within the Department of Social Work Education through the California State University, Fresno Foundation. Working under the general supervision of the Program Coordinator in the Title IV-E Child Welfare Program within the Department of Social Work Education, the Administrative Coordinator performs a variety of administrative, analytical, and budgetary duties in support of the California Title IV-E Program. This position assists the Program Coordinator in meeting the program's mission to prepare a diverse group of social workers for careers in qualifying public child welfare agencies, including, county public Child Welfare Services, Probation Department providing child welfare services, California Department of Social Services (CDSS) and/or Tribal Agencies/Urban Indian Agencies. by providing critical administrative and fiscal support.

The incumbent is responsible for budget monitoring and analysis, financial operations, student services coordination, and general program administrative operations. This position manages day-to-day fiscal operations, maintains financial records, processes transactions, and prepares budget reports under the guidance of the Program Coordinator. The Administrative Coordinator coordinates multiple complex projects simultaneously, ensures compliance with grant regulations, and serves as a resource for fiscal and administrative matters within the program.

This position provides lead work direction to administrative support staff including training, coordinating work assignments, and ensuring completion of tasks. The incumbent exercises independent judgment within established procedures and policies and refers complex or unprecedented matters to the Program Coordinator for guidance and approval.

ESSENTIAL JOB FUNCTIONS:

Budget Monitoring, Analysis, and Support (35% of time)

•Monitor and track budget performance across multiple funding sources, identifying variances and potential issues for management review

•Assist the Program Coordinator in the preparation and documentation of annual and biennial program budgets for Title IV-E, SERVE, BASW, and MSW programs

•Prepare monthly, quarterly, and annual budget reports showing expenditures, revenues, and variances for review by the Program Coordinator

•Analyze budget data and prepare financial summaries to support management decision-making

•Assist in budget re-budgeting processes and prepare match documentation and reports for California Title IV-E Program requirements

•Reconcile budget allocations and accounting transactions across all program areas on a regular basis

•Track position allocations and personnel costs, coordinating with Auxiliary HR and Fresno State Foundation Financial Services as directed

•Maintain detailed fiscal documentation to support audit requirements and regulatory compliance

•Monitor expenditures to ensure they are appropriate, properly coded, and within approved budget spending plans

•Assist in developing budget projections and forecasts using financial data and historical trends

•Apply knowledge of federal/state grant regulations and contract requirements to budget monitoring activities

Financial Operations and Accounting (30% of time)

•Perform accounting functions, including maintaining, reconciling, and analyzing accounting transactions and expenses across multiple fund sources

•Process requisitions, purchase orders, receiving documents, invoices, and payments, ensuring proper coding, documentation, and adherence to policies

•Prepare and process disbursement of stipend and reimbursement payments to students, ensuring accurate calculation and timely distribution

•Make travel arrangements and process travel reimbursements and claims for Title IV-E faculty and staff

•Monitor and track revenue sources, including charge-backs and