Administrative Analyst

Job Description:

Administrative Analyst

Description

**Internal CSUMB Applicants Only**

Classification: Administrative Analyst/Specialist Ex II
Hours: Full-time / 40 hours per week
FLSA: Exempt

Anticipated Hiring Salary Range: $6,105 to $7,100* mo.
CSU Salary Schedule
*CSUMB provides pay scales representing its good faith estimate of what the university reasonably expects to pay for this position. The pay offered to a selected candidate will be determined on factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, and CSU systemwide pay for comparable jobs.

Priority Screening Date: November 14, 2024
Recruitment Status: *Internal CSUMB Applicants Only*

ABOUT CSUMB

California State University, Monterey Bay is a mid-sized university in California’s Central Coast that grants undergraduate and graduate degrees. Powered by an inspiring Founding Vision Statement , CSUMB is part of the nation’s largest four-year public university system, California State University , which educates nearly 460,000 students every year.

With a vibrant, diverse student body of over 7,000 students, CSU Monterey Bay is both a Minority Serving Institution and a Hispanic Serving Institution. Our staff and faculty transform students’ lives with a focus on student success and engagement through experiential learning, service learning, and a strong emphasis on multicultural and global perspectives. CSUMB’s sustainability goal is to be carbon neutral by 2030.

The university’s Strategic Plan prioritizes inclusive excellence through recruiting and investing in developing a diverse body of faculty, staff and administrators. Many appreciate living and working close to the shores of beautiful Monterey Bay, with easy access to recreational areas from Big Sur to Santa Cruz. Nearby opportunities for collaborative research include working in the Monterey Bay National Marine Sanctuary and Silicon Valley, and with colleagues at local research universities, including UC Santa Cruz and Stanford University.

As one of the 23 campuses in the CSU system, CSUMB offers excellent benefits, including access to below-market-rate rental housing on East Campus, and competitive salaries for faculty and staff. With proximity to the San Francisco Bay Area and San Jose, opportunities for faculty, staff and students are as endless as the shores of the nearby Pacific Ocean.

PURPOSE:

Under the general supervision of the Dean of the College of Science, the Administrative Analyst provides administrative and technical support and oversight of the day-to-day administrative operations and activities of the College. The Analyst provides administrative support to the Dean by coordinating staff and general administrative functions including budget development, analysis, planning, and coordination in a large, highly complex environment. Responsibilities also include operational and strategic planning; research and analysis; preparation of reports and presentations; the design, development, and implementation of procedures and targeted initiatives; and coordination of administrative functions providing lead work direction and training to various units within the College and office personnel.

ESSENTIAL DUTIES AND RESPONSIBILITIES include, but are not limited to, the following:

1. FISCAL MANAGEMENT

Provides support to the Dean, Associate Dean and Department Chairs related to fiscal management and analysis, budget development, and administration, of all state and selected external funds.

Duties include, but are not limited to:

• • establishing fiscal processes, procedures, and timelines in the College;
  • providing budget oversight, monitoring, reconciliation, including all payroll matters;
  • providing analysis in an effective written or presentation form;
  • compiling fiscal forecasts for annual and future budgetary needs;
  • coordinating annual fiscal projects specific to the College and/or University; and preparing a wide-variety of fiscal and accounting documents

2. PERSONNEL PROCESSES

In consultation with the Dean, performs and assists with a wide-variety of personnel administrative duties to ensure that policies and procedures are followed in a timely manner.

Duties include, but are not limited to:

• • serving as the prime contact for all personnel related issues in the college;
  • overseeing the hiring of part time lecturers and teaching and graduate assistant hires in the college ensuring that entitlements are met, data entry is correct, and contracts are generated accurately and efficiently;
  • providing oversight to all full-time recruitments in the College to ensure that recruitment documents are complete, accurate, and processed in a timely manner;
  • providing detailed, providing detailed, comparison salary information to the Dean for salary placement and startup packages. Recommends funding options for all hires if needed;
  • preparing and processing staff recruitment and hiring forms to ensure position assignments, salary placement, etc. is accurate;
  • monitoring faculty workloads;
  • overseeing the instructional student assistant hiring to ensure that appointments necessary and within budget;
  • preparing, reviewing, tracking faculty and staff additional employment contracts;
  • preparing, reviewing, tracking external contracts/service agreements; and
  • organizing the college lecturer evaluation to process and timelines.

3. GENERAL ADMINISTRATION

Provides analysis, design, implementation, and evaluation of various administrative systems to support organizational unit operations. Performing specialized or general duties including, but are not limited to: advising management on policy and procedures related to fiscal and budgetary analysis and management, personnel administration, and related operational functions to meet programmatic goals; acting as an internal and external resource on policy and procedural matters; participation in the planning and documentation of College meetings and activities; leading or coordinating projects involving the management of external parties; and participating in university work groups to keep informed and provide input to upcoming modifications to university procedures.

4. DATA ANALYSIS AND REPORTING

Serve as the prime contact for the data needs of the College. Interprets requests from the Dean, Associate Dean, Department Chair, and/or Faculty and provides in-depth analysis to assist with program analysis, enrollment and retention, grant report writing, and research needs.

5. CURRICULUM SUPPORT

Provide support to the Dean and Associate Dean in college curriculum matters, including the following:

Analyze course schedules for accuracy, time block compliance, course history, and curriculum costs.

Other Functions:
Provide lead work direction to others to include training, guidance, and oversight to college staff and students as needed. Perform other job-related duties and special projects as assigned.
KNOWLEDGE, SKILLS AND ABILITIES:

Thorough knowledge of policies, procedures, laws, and regulations pertaining to the applicable program and/or administrative specialty. Demonstrated expertise in and advanced knowledge of the principles, problems, and methods of public and business administration and operational and fiscal management. Working knowledge of and ability to apply standard theories, principles, practices, and techniques applicable to the program and/or administrative specialty to develop conclusions and make recommendations.

Skills: Expertise in administrative survey techniques, operations and systems analysis, and statistical and research methods. Demonstrated consultative skills in working with internal and external constituent groups. Skill in the research, development, and evaluation of policies and programs, including skill in the collection, evaluation, and interpretation of data to develop sound conclusions and make appropriate recommendations. Expertise in investigating and analyzing problems with a broad administrative impact and implications. Must possess excellent communication and teamwork skills, and be able to build and maintain positive relationships with colleagues.

Ability to: understand problems from a broad, interactive perspective and discern applicable underlying principles to conceive of and develop strategic solutions; work with representatives from public and private entities and handle potentially sensitive situations; effectively present ideas and concepts in written or presentation format and use consultative and facilitation skills to gain consensus; interpret and evaluate results to develop sound conclusions and recommend new or revised policies; anticipate problems and address them proactively; train others on new skills and procedures and provide lead work direction; take initiative and independently plan, organize, coordinate, and perform work in various situations where numerous and diverse demands are involved; make independent decisions and exercise sound judgment; compile, write, and present reports; establish and maintain effective working relationships within and outside the work group and serve as liaison for the organizational unit, and foster a culture of collaboration and respect.

MINIMUM QUALIFICATIONS:

Entry to this classification requires general knowledge and skills in the applicable administrative and/or program field with a foundational knowledge of public administration principles, practices, and methods. This foundation would normally be obtained through a bachelor's degree and/or equivalent training and administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs.

SPECIALIZED SKILLS REQUIRED:

Excel (including pivot tables/charts, linking worksheets, and creating formulas), preparing PowerPoint presentations to include statistical information, providing exceptional customer service, and planning and executing events.

Demonstrated experience in budget development, analysis, and management; preparing funding proposals; analyzing complex data and developing logical solutions to complex problems; providing curriculum support; developing reports and electronic presentations. Ability to collect and evaluate data and develop valid conclusions and sound recommendations.

Excellent communication skills, both written and oral, especially those related to intra- and inter-college communications.

PREFERRED QUALIFICATIONS:

A Master's degree in Administration, Finance, Accounting, or a related field. Experience in and familiarity with the California State University system or similar institutions. Technical fluency with Oracle/PeopleSoft, CSU Common Management System or equivalent information system; Microsoft Office Professional Suite, and Google mail and calendaring programs.

SPECIAL CONDITIONS OF EMPLOYMENT & POSITION DESIGNATIONS:

• A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with CSUMB. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current employees who apply for this position.
• The person holding this position will have a duty to report to the Campus Title IX Officer information pertaining to discrimination, harassment, sexual misconduct, sexual exploitation, dating violence, domestic violence, stalking, and retaliation and is required to comply with the requirements set forth in CSU Executive Order EO 1095, EO 1096, and EO 1097 as a condition of employment.
• 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.
• This position has been designated as a sensitive position with:
  • responsibility for the care, safety and security of people (including children and minors), animals and CSU property;
  • access to controlled or hazardous substances;
  • access to and responsibility for detailed personally identifiable Level 1 confidential information about students, faculty, staff or alumni that is protected, personal or sensitive as defined in the CSU Information Security Data Classification Standards ; and
  • responsibility for operating commercial vehicles, machinery or equipment that could pose environmental hazards or cause injury, illness, or death.
• This position is required to comply with confidentiality requirements outlined in the Department of Education’s Family Educational Rights and Privacy and California’s Educational Code Chapter 13 regarding sensitive student issues.
• Work schedule may require some evenings and/or weekend work.

PHYSICAL ENVIRONMENT:

Office environment with standard equipment and tasks. Position requires working at a computer and desk for extended periods of time. Office and event coordination often requires the physical ability to lift and organize items. May require travel between campus offices and off-campus locations.

The health and safety of our students, faculty, and staff remain our highest priority. While on campus, students, faculty, staff, and the community will be expected to follow all campus safety mandates.

BENEFITS/PERKS:

CSUMB offers a premium benefit package that includes outstanding vacation, health, dental and vision plans; membership in the California Public Employees Retirement System (CalPERS); and 15 paid holidays a year. For more information, visit Employee Benefits Summary . As a perk, the University Corporation at CSU Monterey Bay provides access to affordable campus housing based on availability; visit Schoonover Employee Housing for more information.

APPLICATION PROCEDURE:

For full consideration, applicants must complete the required online application prior to the priority screen date found at Careers at CSUMB . Application submissions received after the application screening date will be reviewed at the discretion of the University. Materials submitted become the property of CSUMB and will not be returned.

CSUMB is not a sponsoring agency for staff or management positions.

Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose by contacting Human Resources at (831) 582-3389 or emailing humanresources@csumb.edu . All employees must be eligible for employment in the U.S.

GENERAL INFORMATION:

CSUMB hires only individuals lawfully authorized to work in the United States and is an E-Verify employer. In compliance with federal crime awareness and campus security legislation, including the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics, you can view the notice of availability and access the Cal State University, Monterey Bay annual security and fire safety reports at https://csumb.edu/clery/asr-and-fsr-notices-availability/ .

CSUMB is a smoke and tobacco-free campus.

EQUAL OPPORTUNITY EMPLOYER:

CSUMB is an Equal Opportunity employer seeking to recruit and support a broadly diverse community of faculty and staff. We value and celebrate diversity in all its forms and strive to foster an inclusive culture built on respect that affirms inter-group relations and builds cohesion. We consider qualified applicants for employment for their anticipated contributions and without regard to race, color, religion, national origin, age, gender, gender identity or expression, sexual orientation, genetic information, medical condition, pregnancy, marital status, veteran status, or disability.

Advertised: Oct 30 2024 Pacific Daylight Time
Applications close:

Closing Date/Time: