Administrative Analyst/Specialist - Non-Exempt (REPOSTED WITH NEW DEADLINE)
Note: This is a full-time (equivalent to 40 hours per week), probationary, non-exempt position.
Overview:Under the general supervision of the Dean, the incumbent will provide lead work direction of and day-to-day oversight of staff and general administrative functions of the Dean's Office for the College of Social Sciences. The incumbent will support the mission of the College and University by performing a variety of administrative and technical support functions. A significant degree of autonomy is afforded the incumbent, requiring considerable judgment, discretion, and accountability.
- Provide administrative oversight for the day-to-day operations in the office and serve as a resource to departments, faculty, and staff on University and College of Social Sciences (COSS) personnel matters, including procedures and policies
- Provide lead work direction to support staff and student assistants; maintain computer spreadsheets to report student assistant pay and hours worked; coordinate and provide on-going training to department personnel with the College on a variety of subjects including personnel procedures, academic schedule preparation room allocation and scheduling, and cross-training
- Coordinate the PAF (Personnel Action Files) process in the Dean's Office and act as administrative resource for PAF questions
- Act as a liaison with the Scheduling Office and the College's ten departments to initiate semester schedules
- Proof, check for errors, enter all rooms into master room spreadsheet, and act as COSS room resource for other Schools/Colleges as well as for Departmental scheduling problems and handle supervision Reconciliation Report
- LCC accounts
- Maintain and update Dean and Associate Dean's calendar using Zimbra calendar and email system
- Serve as building and college safety coordinator and provide annual training to college ASC's on safety; train new staff and students on safety and compliance procedures
- Make travel arrangements and prepare travel claims for Dean and Associate Dean
- Maintain spreadsheets to monitor IRA awards
- Serve as an information resource to students, faculty, and the general public
- Maintain master calendar and website for the College of Social Sciences
- Generate lists, prepare and coordinate mass mailing for the College of Social Sciences (i.e.: Dean's List, Latino Commencement invitations, and College Convocation)
- Prepare and maintain confidential correspondence, records, and files
- Provide various support to Dean and Associate Dean as needed (i.e.: attending meetings and taking/transcribing minutes, etc.)
- Perform other related duties as assigned
Knowledge, Skills &amp; Abilities:
- Working knowledge of general practices, program, and/or administrative specialty
- Thorough knowledge of, and skill in, standard office procedures and practices, protocol, methods
- Thorough knowledge of correct English grammar, spelling and punctuation
- Thorough knowledge of office systems and ability to use broad range of technology systems and packages
- Working knowledge of budget and purchasing practices, policies and procedures
- Excellent oral and written communication skills as well as positive interpersonal skills
- Problem solving and analytical skills
- 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.
- Analyze data and make accurate projections using business mathematics and basic statistical techniques.
- Organize and plan work and projects including handling multiple priorities.
- Make independent decisions and exercise sound judgment.
- Compile, write, and present reports related to program or administrative specialty.
- Establish and maintain effective working relationships within and outside the work group and serve as a liaison for the organizational unit.
- Provide students, faculty, staff, and the public with positive assistance and service
- Establish and maintain cooperative working relationships with coworkers
- Multi-task and function in a high-paced environment; prioritize workload and plan ahead
- Meet deadlines with accuracy, quality and timeliness
- Use standard office automation equipment (multi-phone line system, copies, facsimile, computer) and software including Microsoft Word (mail merge) Excel (formula driven spreadsheets), databases, email and internet
- Compose, prepare and edit administrative correspondence, minutes, and e-documents
- A history of regular attendance and positive performance evaluations
Education and Experience:
- 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
- A minimum of five years recent progressive professional administrative work experience, preferably within an administrative unit
- Experience tracking and reconciling financial data using PeopleSoft; computing financial data using mathematical operations (i.e., formulas) and general financial spreadsheets
- Working knowledge of Faculty Personnel Action Files and Working Personnel Action Files process and regulations.
- Working knowledge of budget, purchasing practices, policies and procedures
- Working knowledge and experience with Data Warehouse
July 21, 2017
Complete the required fields on the online application, a resume, and three professional references, including telephone numbers, are required. A cover letter that addresses your qualifications for the position is also required. Full consideration will not be given to applicants who fail to complete all application requirements.
Pursuant to Executive Order 1088, reasonable accommodation is to be provided upon request from an employee or applicant with disabilities, unless doing so would impose an undue hardship on the campus. What constitutes a reasonable accommodation is to be determined by the campus on a case-by-case basis after it has received the individual's request for accommodation and engaged in an interactive process. Employees or applicants requiring reasonable accommodation should contact Human Resources directly at (559) 278-2032.
How To Apply:
To apply for this or any open position at Fresno State visit our online employment site at: http://jobs.csufresno.edu/
Pursuant to the requirements of the Immigration Reform and Control Act of 1986, any offer of employment is contingent upon verification of individual's eligibility to be employed in the United States.
A background check (including a criminal records check) must be satisfactorily completed (as determined by the CSU) before any candidate can be offered a position with the CSU. Failure to satisfactorily complete or pass the background check may be the basis for rescinding an offer of employment and/or affect the continued employment of current CSU employees who apply for posted positions identified as sensitive.
California State University, Fresno annual security report includes statistics for the previous three years concerning reported crimes that occurred on campus, in certain off-campus buildings or property owned or controlled by Fresno State, and on public property within, or immediately adjacent to or accessible from the campus. The report also includes institutional policies concerning campus security, alcohol/drug use, crime prevention, reporting of crimes, sexual assault, and other matters. You can obtain a copy of this report by contacting the Campus Police Department or by accessing the following web site: http://www.fresnostate.edu/adminserv/police/clery/index.html
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. You can obtain a copy of this Executive order by accessing the following web site: http://www.calstate.edu/eo/EO-1083.html
This position may be a "designated position" in the California State University's Conflict of Interest Code. The successful candidate accepting this position may be required to file Conflict of Interest forms subject to the regulations of the Fair Political Practices Commission.
Other Applicant Information:
Applicants will receive confirmation of receipt of their application materials via automatic email reply. In addition, qualified applicants will receive email notification at the conclusion of the recruitment process.
It is the policy of the California State University to fill vacant positions represented by the California State University Employees' Union (CSUEU) with qualified applicants currently employed on the campus. Other applicants may be selected when it is necessary to meet the best interests of the campus by obtaining specialized skills and abilities not available from campus applicants.
Equal Employment Opportunity:
The California State University, Fresno is committed to maintaining and implementing employment policies and procedures in compliance with applicable state and federal equal employment opportunity laws and regulations. Executive Order 883 prohibits discrimination and Executive Order 927 prohibits harassment, on the basis of a protected status: race, color, religion, national origin, ancestry, age, sex (including gender identity, per HR 2004-12), sexual orientation, marital status, pregnancy, mental disability, physical disability, medical condition and covered veteran status. Retaliation against individuals for complaining about these proscribed conduct, opposing such conduct, or participating in an investigation or proceeding involving such conduct is prohibited by both executive orders.
Further, the California State University, Fresno's statement of commitment to equal employment opportunity principles is also found in the various collective bargaining agreements.
California State University, Fresno is one of 23 campuses in the California State University System. The University's mission is to offer high-quality educational opportunities to qualified students at the bachelor's and master's levels, and in certain applied disciplines, at the doctoral level. The current student enrollment is approximately 23,000, including a large percentage of students with diverse and culturally rich backgrounds. The University serves the San Joaquin Valley while maintaining deep involvement with the state, nation, and world. California State University, Fresno promotes student learning and community engagement through faculty scholarship and service learning opportunities in collaboration with community organizations, educational institutions, industry, business and government. The University was one of the first U.S. Colleges and Universities to be selected by The Carnegie Foundation for the Advancement of Teaching for its Community Engagement Classification.
Metropolitan Fresno, with a multi-ethnic population of over 600,000, is located in the heart of the San Joaquin Valley on the western edge of the Sierra Nevada Mountain Range. The campus is within easy driving distance of San Francisco, Los Angeles, Yosemite, Kings Canyon and Sequoia National Parks, the Monterey Peninsula, Lake Tahoe, beaches, sailing, lakes, and numerous ski resorts. Fresno boasts one of the most reasonable housing markets in California and offers a wide array of locally grown fruits and produce.