Administrative Analyst – College of Business
Administrative Analyst – College of Business
(Administrative Analyst/Specialist Non-Exempt)
Apply Today! Open until filled. Application screening begins: April 3, 2017
Under the general supervision of the Dean, College of Business (COB), and lead direction from the COB Senior Analyst, the Administrative Analyst is responsible for providing office support to maintain the administrative objectives of the Dean.
ESSENTIAL DUTIES AND RESPONSIBILITIES include, but are not limited to, the following:
- Budget & Finance Management: Under the lead of the Dean’s Senior Analyst, assists in COB-wide financial/ budgetary analysis, planning, fund tracking (including CSU operating funds, trust, scholarship and donation-based funds), and assists in all fiscal year-end activities. Assists in overseeing all financial transactions for College and purchasing decisions. Assists in development of resources and training and instruction to other COB faculty/staff for financial-related documentation. Assists COB faculty with management of budgets set for specific special events and/or purposes. Assists with sensitive financial data, including donor information. Assists with communication with external vendors and consultants, including completion of service agreements, MOUs and special consultant agreements. Assists with financial analyses and reports across all COB funds for AACSB reporting purposes. Assists with research and coordination with other stakeholders (including CSU Chancellor’s Office) for large-scale purchases (software/database licenses, computer hardware, etc.).
- Community Relations & Partnership Coordination: In direct coordination with Dean and Dean’s Senior Analyst, assists with technical and logistical needs for COB partnerships with C-level business and community members, particularly through working with the Business Advisory Council (BAC). Assists with associated professional publications and all aspects of event management for quarterly BAC meetings. Assists with coordination of major events, partnerships, and programs with local, national and global community and business leaders. Works closely with a wide range of campus departments and external contacts to facilitate regional business for the College. Assists with comprehensive database of community and business contacts. Assists with research and development of best practices for management of event communication strategies.
- Special Projects: Under the lead of the Dean’s Senior Analyst, executes special projects as requested by the Dean, including support for AACSB accreditation process, and existing and new COB programs.
- Policy Development & Implementation: Under the lead of the Dean’s Senior Analyst, assists in assessment of areas of need and development, and administration of innovative COB-wide policies, procedures and process improvement efforts in the areas of finance, personnel, travel, event management, information technology & data records, facilities management, operations and administrative support accordingly. Assists in research, interpretation and implementation of CSUMB and CSU Chancellor’s Office policies within the COB. Under lead of Dean’s Senior Analyst, manages and develops majority of resources for COB intranet resource website for faculty and staff. Collaborates with University Advancement staff to develop donor- and event-related policies and procedures that meet both departments’ needs.
- Personnel Management, Workload Analysis & Academic Scheduling: Under lead of Dean’s Senior Analyst, assists with analyses and projections of short- and long-term faculty and staff workload demand scenarios based on a wide range of inputs. Translates data and projections accordingly for AACSB and WASC accreditation-related workload reports. Assists Senior Analyst in annual documentation and management of faculty workload assignments. In coordination with department ASC(s) and Senior Analyst, supports academic and centralized scheduling submissions in a timely fashion. Assists in hiring of COB tenure-track and part-time faculty, instructional student assistants and temporary administrative staff. Assists in overseeing the work of temporary administrative staff as needed. Assistant point of contact for monthly COB-wide payroll distribution.
- Operations Management and Customer Service: Assists Senior Analyst with COB needs assessments, provides customer service as required, assists with managing COB operations records, orders of equipment and supply inventory, oversees COB events calendar and room reservations. Assists as Dean’s Office liaison for students, faculty, staff and guests.
- Building Emergency Coordinator: Implements emergency management and safety policies, procedures, trainings, and related resources for all users of BIT Building. Serves as lead point of contact for all BIT Building users to report safety concerns; coordinates with campus stakeholders to address concerns.
- Performs other job-related duties and special projects as requested by management.
KNOWLEDGE, SKILLS, AND ABILITIES:
Working knowledge of budget policies and procedures. Basic knowledge of and ability to apply fundamental concepts in various administrative functions including policy development, personnel coordination, academic scheduling, community relations, operations and customer service. Knowledge of basic methods and procedures for research and statistical analysis and the ability to apply them.
Ability to learn, interpret, and apply a wide variety of policies and procedures relating to and impacting the applicable program, organizational unit, and/or administrative specialty. Ability to analyze data and make accurate projections using business mathematics and basic statistical techniques. Ability to organize and plan work and projects including handling multiple priorities. Ability to make independent decisions and exercise sound judgment. Ability to compile, write, and present reports related to program or administrative specialty. Demonstrated ability to establish and maintain effective working relationships within and outside the work group and serve as a liaison for the organizational unit.
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:
Skill in: Excel (including pivot tables/charts, linking worksheets, and creating formulas), preparing PowerPoint presentations to include statistical information, providing exceptional customer service, writing published content and business communications, and planning and executing events.
Advanced Excel skills to include VBA and macros. Institution-wide administration or planning experiences as well as budgetary program analysis. Experience in information retrieval and data presentation and reporting. Technical fluency with Oracle/PeopleSoft, CSU Common Management System or equivalent student information system; Microsoft Office Professional Suite, and Google mail and calendaring programs. Experience working with diverse populations in an academic setting preferred. Proficient with a broad range of technology, systems, and packages; to include word processing, mail merges, database management, design/creative-based software, and electronic scheduling. Exceptional ability to communicate verbally and in writing in a professional, persuasive and tactful manner. Ability to establish and maintain cooperative working relationships within a diverse, academic environment.
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 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.
- Occasional evenings and/or weekend work is required.
Office environment with standard equipment and tasks. Position requires working at a computer and desk for extended periods of time. Requires travel between campus offices and off-campus locations.
- Interview dates: April 13 – 17, 2017
- Start date: May 1 or May 8, 2017
Anticipated hiring salary in the mid $3,000/s month. For salary range info visit: Salary Range information. CSUMB offers an attractive employee benefits package, CSU Benefits R09. The University Corporation at CSU Monterey Bay also provides access to affordable campus housing, Employee Housing.
For full consideration, submit the required documents by 5:00 p.m. on the priority screen date listed above. For assistance or if you require an accommodation, please call (831) 582-3389. For computer/online access you may visit the Tanimura & Antle Family Memorial Library (map). Please check the links provided for the respective hours.
CSU Monterey Bay is an Affirmative Action/Equal Opportunity Employer. We consider qualified applicants for employment without regard to: Age, Disability, Race or Ethnicity, Gender, Gender Identity or Expression, Nationality, Religion, Sexual Orientation, Genetic Information, Veteran or Military Status.