Administrative Analyst/Specialist - Office of the Dean
California State University, Monterey Bay
Location: Seaside, California
Internal Number: 3473454
Administrative Analyst/Specialist - Office of the Dean
Job no: 518887 Work type: Staff Location: Monterey Bay Categories: Unit 9 - CSUEU - Technical Support Services, Administrative, Probationary, Full Time
Classification: Administrative Analyst/Specialist Ex. II Anticipated Hiring Salary: Mid $6,000 per mo. CSU Salary Schedule Hours: Full-time / 40 hours per week FLSA: Exempt
Priority Screening Date: October 11, 2022 Recruitment Status: Open Until Filled
Powered by an inspiring Founding Vision Statement, California State University, Monterey Bay (CSUMB) is a mid-sized comprehensive baccalaureate and masters granting university whose staff and faculty help transform student lives through a focus on student success and engagement through project-based learning, service learning in its regional community, and the promotion of multicultural and global perspectives on and beyond campus. CSUMB is both a Minority Serving Institution (MSI) and a Hispanic Serving Institution (HSI) and has a vibrant, diverse student body of over 7,400 students. The university's Strategic Plan prioritizes inclusive excellence through recruiting and investing in the development of a diverse body of faculty, staff, and administrators. CSUMB's sustainability initiative is to be carbon neutral by 2030. The university's faculty and staff, many of whom live in the East Campus housing development, appreciate living and working so close to the shores of the beautiful Monterey Bay. As one of the 23 campuses in the California State University (CSU) system, CSUMB offers excellent benefits, including access to below-market-rate campus housing and competitive salaries for faculty and staff.
Under the general supervision of the Dean of the College of Arts, Humanities, and Social Sciences the Senior Administrative Analyst provides administrative and technical support and oversight of the day-to-day fiscal operations of the College. The Analyst functions as an executive assistant to the Dean and is responsible for budget development, planning and coordination; operational and strategic planning, research, analysis, and report generation; lead work direction and training among office and college personnel; and general administrative functions in support of College objectives and initiatives.
ESSENTIAL DUTIES AND RESPONSIBILITIES include, but are not limited to, the following:
Provides support to the Dean, Associate Dean, Department Chairs, and staff related to fiscal management and analysis, budget development, and administration of all state and non-state funds, general fund accounts, trust funds, cost-recovery, grants, and donations. Responsible for budget management and fiscal review of all transactions involving procurement, budget transfers, payroll adjustments, and expense reconciliation. Advises and makes recommendations to the Dean on budget-related matters including salaries, operating expenses, and temporary projects and initiatives. Acts on department budget allocations as approved by the Dean. Oversees budget planning, tracking, reconciliation, analysis and reporting functions of the various units in the College. Provides the Division Budget Analyst with mid-year financial status and year-end projections. Coordinates the transfer of funds between departments. Reviews all fiscal related documents for accuracy and compliance of university and/or CSU policies and procedures. Facilitates resolution to fiscal issues involving contracts, procurement, employee reimbursements, and payments to vendors. Provides lead work direction, guidance, analytical, and technical support to College staff relative to administrative operations and fiscal matters.
In consultation with the Dean, addresses and completes a wide-variety of administrative personnel transactions to ensure compliance with campus and system policies and procedures. Handles a broad range of interpersonal matters involving confidential and sensitive information. Serves as a resource for lecturer hiring process, entitlement issues, and evaluations. Tracks, analyzes, and verifies data for lecturer contract eligibility. Collaborates with university personnel staff to ensure alignment of college and personnel records. Reviews all hiring documents for adjunct faculty in the college ensuring that entitlements are met, new salary placement is appropriate, data entry by staff is completed correctly, contracts are generated accurately, tracked, signed, and submitted. Addresses and resolves payroll discrepancies. Provides oversight for full-time recruitments in the College to ensure that documents are complete, accurate, and processed in a timely manner. Advises on options for staffing needs including recruitment process, temporary staffing, funding sources, salary recommendations, and onboarding. Assists with new employee onboarding, training, and provides lead work direction.
Curriculum Support & Workload Reporting:
Audits proposed course schedules, collaborates with appropriate staff to address data irregularities and ensure Time Block Compliance. Monitors enrollments. Handles course cancellation process. In collaboration with Associate Dean, analyzes faculty and lecturer workload data, identifies additional workload assignments, and completes data entry for APDB (workload) reporting to the Chancellor's Office. Conducts FTE data analysis to determine curriculum funding allocations to the departments in the College. Provides guidance, training, and technical support to department staff for data entry, reporting, and course scheduling related policies, procedures, and practices. Collaborates with university partners to resolve data irregularities and serves as resource within the College for data reporting needs.
Provides analysis, design, implementation, and evaluation of various administrative systems to support organizational unit operations. Performs specialized or general duties including: 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; and participating in university work groups to keep informed and provide input to upcoming modifications to university procedures.
Performs other job-related duties and special projects as assigned.
KNOWLEDGE AND ABILITIES:
Thorough knowledge of and ability to apply extensive expertise to complex programs and/or administrative specialties, including pertinent laws and regulations. Demonstrated expertise in and advanced knowledge of the principles, problems, and methods of public and business administration and operational and fiscal management. Expertise in administrative survey techniques, operations and systems analysis, statistical and research methods, and the ability to interpret and evaluate results to develop sound conclusions and recommend new or revised policies.
Skills: Demonstrated expertise in and advanced knowledge of the principles, problems, and methods of public and business administration and operational and fiscal management. Expertise in administrative survey techniques, operations and systems analysis, statistical and research methods, and the ability to interpret and evaluate results to develop sound conclusions and recommend new or revised policies. 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.
Ability to: take initiative and work independently to determine effective approaches to projects and priorities; organize, coordinate, and perform work in various situations where numerous and diverse demands are involved; apply extensive expertise to complex programs and/or administrative specialties, including pertinent laws and regulations; understand problems from a broad, interactive perspective and discern applicable underlying principles to conceive of and develop strategic solutions; effectively present ideas and concepts in written or presentation format and use consultative and facilitation skills to gain consensus; apply extensive expertise to the complexity of maintaining effective university-community partnerships in both face-to-face and online contexts; work with representatives from public and private entities and handle potentially sensitive situations.
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:
Skilled in the development, analysis, and management of multiple, complex budgets. Advanced proficiency with spreadsheet and database software. Experience with automated financial systems, data query tools, and mail merges. Excel (including pivot tables/charts, linking worksheets, and creating formulas), preparing Power Point presentations to include statistical information. Excellent verbal, written, and interpersonal communication skills. Demonstrated ability to address the essential functions associated with this position including the knowledge and abilities identified above.
Equivalent to graduation from a four-year college or university in business, accounting, or a job-related field. Additional specialized experience during which the applicant has acquired and successfully applied the knowledge and abilities shown above may be substituted for the required education on a year-for-year basis. Technical fluency with Microsoft Office Professional Suite; Oracle-PeopleSoft/CMS baseline information system; Access; Hyperion (Brio); TMA, or similar maintenance management system; and Google Suite (e.g., Drive, mail & calendaring) programs. Experience working with diverse populations in an academic environment.
SPECIAL CONDITIONS OF EMPLOYMENT & POSITION DESIGNATIONS:
All offers of employment are contingent upon the successful completion of a background check (including a criminal records check).
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 will have a duty to report to the Campus Title IX Officer information pertaining to victims of sex discrimination, sexual harassment, sexual misconduct, dating/domestic violence, and stalking as required by CSU Executive Order 1095.
This position has been designated as a sensitive position with access to, or control over, cash, checks, credit cards, and/or credit card account information; responsibility or access/possession of building master or sub-master keys for building access; and 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.
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.
Must possess and maintain a valid license to drive in the State of California, pass the Defensive Training Class, and be insurable under the University's liability coverage.
Requires occasional evenings and/or weekend work.
Office environment with standard equipment and tasks. Position requires working at a computer and desk for extended periods of time. 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.
Per the CSU COVID-19 Vaccination Interim Policy, all students and employees are required to submit their vaccination status to the Otter Vaccination Registry and are encouraged to be vaccinated.
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 14-paid holidays a year. For more information, visit CSU System Benefits. Additionally, 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.
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 University Personnel at (831) 582-3389 or email firstname.lastname@example.org. All employees must be eligible for employment in the U.S.
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.
AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER:
CSUMB is an Equal Opportunity Affirmative Action 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.
California State University Monterey Bay (CSUMB), is a comprehensive public university committed to serving the diverse people of California, especially the working class, historically under-served, and low income populations. The university values an educational environment of cultural and linguistic diversity and gender equity; ethical reflection and practice; effective and experimental use of technologies as resources to people and catalysts for learning; and the integration of cross-disciplinary models enabling students, faculty and staff to engage in innovative instruction and coordinated service learning. The curriculum is organized around student learning outcomes. It is global in perspective, and of sufficient breadth and depth to meet local, regional, and statewide needs, specifically those of both isolated rural communities and inner-city populations. The identity of the University is framed by substantive commitment to a multilingual, multicultural, intellectual community which enables students, faculty and staff to cross institutional boundaries for innovative instruction, broadly defined scholarly and creative activity, and coordinated community service. The campus is located on Monterey Bay, 100 miles south of San Francisco.