Administrative Analyst, College of Science

Location
Seaside, California
Posted
Aug 23, 2017
Ref
MB2017-PD2345
Institution Type
Four-Year Institution

Administrative Analyst, College of Science

(Administrative Analyst/Specialist – Exempt II)

MB2017-PD2345

Apply Today!  Open until filled.  Application Screening Begins on Monday, Sept. 18, 2017

PURPOSE:

Under the general supervision of 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:

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. 

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, 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.

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.

CURRICULUM SUPPORT

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

  • Attend all College Curriculum meetings.  Assist the Associate Dean or Curriculum Committee members as needed, with agenda preparation, minutes, and transmit Curriculum Decisions to the Academic Senate;
  • Analyze course schedules for accuracy, time block compliance, course history, and curriculum costs.

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.

Other Functions:

  1. Provide lead work direction to others to include training, guidance and oversight to college staff and students as needed.
  2. 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, 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.

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.

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:

Skill in:  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 presentation.  Ability to collect and evaluate data, and develop valid conclusions and sound recommendations.

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 institution. Technical fluency with Hyperion, 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 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.
  • Occasional evenings and/or weekend work is required.

WORK ENVIRONMENT:

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.

SALARY:           

Anticipated hiring salary in the high $4,000's/month to low $5,000’s/month.  For salary range info see:  CSU Salary Schedule.  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.

TENTATIVE RECRUITMENT TIMELINE:                

Week of Sept. 25 - Interviews via Skype                                                                                               

Week of Oct. 2 - Successful Candidates invited to On-Campus Interview 

APPLICATION PROCEDURE:

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 and Antle Family Memorial Library (map). 

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.

All employees must be eligible for employment in the U.S.