Graduate Studies Program Admnistrative Analyst

Location
Carson, California
Posted
Sep 01, 2017
Ref
Recruitment 3134
Institution Type
Four-Year Institution

Position Information  

This is a full-time (temporary) position.

** Successful candidates in these temporary appointments may be appointed from a few days up to one year depending on the assignment.  Temporary appointments must end on or before the end of the fiscal year (June 30th of the following year), with the possibility of renewal.  

Salary Range and Max Salary  

The application deadline is: Monday, September 18, 2017.
The salary range for this classification is: $3,897 - $6,456 monthly.  

Conditions 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.

Due to the nature of this position, the successful candidate is required to complete a background check prior to assuming this position.  

Campus Marketing Statement  

California State University, Dominguez Hills, was established in 1960 and is one of the 23 campuses that comprise The California State University system.  CSU Dominguez Hills is an urban, comprehensive public university that serves a culturally rich, diverse student body of over 12,500 students at the undergraduate and graduate levels.  Located on a 346-acre site in the South Bay portion of the greater Los Angeles metropolitan area, CSU Dominguez Hills has a highly pluralistic student body, which includes a significant number of non-traditional, working adult students as well as approximately 2,000 students enrolled in distance learning programs statewide.  The University, with its five Academic Colleges, has more than 300 full-time faculty members and is situated in an area characterized by an extraordinary heterogeneity of people, and an extensive array of high technology industries and professional services.  

Department Marketing Statement  

Department: Graduate Studies & Research

The Office of Graduate Studies and Research (GS&R) is responsible for maintaining academic standards and quality of graduate education, advising faculty and staff in development and revision of graduate programs, supporting development of faculty and student research and assuring university compliance with federal and state regulations pertaining to graduate education and research. The office participates and coordinates events related to graduate student outreach and recruitment, and conducts Program Performance Reviews of graduate programs. It resolves student issues and trains graduate advisors in university and state policies and procedures. GS&R oversees university research enterprise and is responsible for providing the campus community with a full range of pre-award and post-award services that facilitate the development, preparation, and submission of grant and contract proposals for extramural funding.  

Major Duties  

Under the general direction of the Dean of Graduate Studies and Research (GS&R) and in collaboration with the Director of Sponsored Research and Programs, the GSR Administrative Analyst works independently to assure that efficient and secure business processes have been implemented and maintained to oversee all aspects of the Office operations including program inquiries, student issues, faculty grants and sensitive and confidential information pertaining to students, faculty and grant proposal filing and tracking.  Researches, analyzes and implements procedures for electronic cloud based document management on Google Drive and Dropbox and I-Drive, conceptualizes and coordinates logistics of several campus-wide events including the Annual Student Research Day and Bi-Annual Faculty RSCA Recognition; uploads and tracks grant proposals in the cloud based Cayus 424; continuously improves Office procedures and oversees day-to-day operations of the office, and provides administrative support to the dean, director and staff. Lead and coordinate office meetings and calendars, assigns tasks, trains and provides direction to student assistants, greets and appropriately directs visitors, tracks and analyzes the budgets, researchers and analyzes and collects data for the Office budget and grant reports, maintains web pages and social media sites, collects and organizes and updates Offices electronic forms, and serves as a primary point of contact for the Office.  

Qualifications  

Minimum Qualifications:
Required Education:  Equivalent to a bachelor's degree in a related field.

Required Experience:  Three years related experience.

Preferred Experience: Prior experience in implementing office business processes complex office management, software, office administration and MS Office.

Required Knowledge, Skills, and Abilities:

Knowledge:
Working knowledge of and ability to apply standard theories, principles, practices, and techniques applicable to Graduate Studies and Research department to develop conclusions and make recommendations.
Thorough knowledge of policies, procedures, and outside regulations pertaining to Graduate Studies and Research.
Working knowledge of operational and fiscal analysis and techniques.

Abilities:
Ability to take initiative and independently plan, organize, coordinate, and perform work in various situations where numerous and diverse demands are involved.
Demonstrated ability to effectively interpret, organize, and present information and ideas in written or presentation form.
Train others on new skills and procedures and provide lead work direction.
Work collaboratively with the staff of GS&R, graduate advisors, and CSUDH faculty
Ability to anticipate problems and address them appropriately.
Appreciation of and ability to work with  a diverse student population

Skills
Excellent communication skills
Student-centered attitude
Investigating and analyzing problems with a broad administrative impact and implications.
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.  

Responsibilities  

45% - Graduate Research Program Administrator:
Analyze, establish and oversee efficient business processes for Graduate Studies and Research.  Evaluate work flow, project time-lines and review and update office policies and procedures.
- Research, analyze and implement efficient and secure Office document management systems using cloud-based electronic repositories such as I-Drive, Google Drive or Dropbox
- Establish and oversee processes and procedures for efficient and secure management of office records, correspondence, including information of confidential nature such staff reclassification and in-range progression requests; grievances, student appeals and student misconduct issues, grant application reviews and faculty additional pay

Serve as liaison for problem-solving and/or troubleshooting sensitive issues involving on- and off-campus personnel faculty, staff and student which may require research, analysis and evaluation of information that will bring about a solution
- Answer varied inquiries, over the phone or in person, explaining policies and procedures and resolving routine questions or problems independently;

Work closely with Research Compliance Officer to secure, maintain, file, track and assure accuracy of research compliance forms including Financial Conflict of Interest documents pertaining to submitted and awarded grant proposals;

Facilitate administration of Intramural Grant Program (RSCA) ¿ create and maintain workbooks of faculty awards, perform a mail merge and send notifications, collect and track signed letters of award
- Establish and oversee efficient cradle-to-grave processes and procedures for electronic cloud-based filing and tracking of the grant documents, grant proposals, award notifications and other relevant pre- and post- award documents;
- Enter and track grant proposals in the Cayuse database;

Keep informed of applicable policies, procedures, and regulations which affect the Office

25% - Office Administration:
Provide lead work direction to the administrative staff to coordinate the activities of office staff , including a wide variety of complex and confidential administrative and clerical responsibilities;
- Prioritize and evaluate priorities and disseminates information from the Dean to staff members and others; follow-up with appropriate individuals and/or responsible area(s);
- Oversee the workload of the office and establish set appropriate deadlines, and completes all projects accordingly, with accountability for end results.
- Ensure the appropriate and efficient day-to-day operations and administration of the Deans Office is handled in a professional and timely manner; make independent decisions on the daily operations of the office and perform special projects
- Establish and oversee the process for creating and publishing the quarterly Office magazine on paper and electronically;
- Create and maintain the GS&R Office Manual;
- Establish and oversee the process for maintaining the content of the GS&R webpages;
- Initiate and compose correspondence individually and on behalf of the Dean, ensure that all correspondence conforms to applicable campus or CSU policy and that the grammatical and typographical construction and format are correct;
- Oversee Student Assistants on office projects train, review project time-lines and oversee work, provide performance feedback, determine training needs, and verify timesheets
- Provide assistance to clerical support with phone, mail, and greeting visitors

Advise management on budget and expenditures
- Monitors and conduct analysis of Office budget
- Reviews expenditures and provides monthly updates to the dean and director
- Tracks budget expenditure categories; prepares and plans budget worksheets based on historical data

Assists the Dean in the assembling of information and organization of data needed for annual reporting.

Interact with faculty, staff and high ranking university officials, community leaders, and the public on behalf of the Dean on matters related to Office issues that have a direct impact on the Office.

25% - Special Events Project Administrator:
Conceptualize, plan and execute all logistical aspects of special events such as the Annual Student Research Day and Bi ¿ Annual Faculty Recognition PI Recognition, GMR, faculty and student training workshops; such as symposia and networking and recruiting events; including catering, site location reservation, parking arrangements for visitors, and sending follow-up reminders to participants;
- Prepare event notifications, contacts faculty, staff, community leaders and government officials;
- Schedule meetings for the Dean and Director of Sponsored Research and handles meeting logistics including room and/or location arrangements, catering coordination, and equipment set-up; Zoom, coordinates committee meetings and prepares committee agendas and minutes;

5% - Other appropriate duties as assigned  

To Apply, please visit:  http://www4.csudh.edu/hr/job-opportunities/index  

To apply for this posting (Non-CSUDH Employees):
Step 1: Select and read the qualifications for the position you are interested in
Step 2: Click 'Apply Now' at the bottom of the screen
Step 3: Login or Register (Create Username and Password)
Step 4: Select apply with or without resume
Step 5: Provide contact information and answer required questions
Step 6: Click 'Submit'  

Closing Statement  

California State University, Dominguez Hills, is an equal employment opportunity employer, and is strongly committed to achieving excellence through a diverse workforce. The University actively encourages applications of all qualified individuals.

California State University Dominguez Hills is an Affirmative Action/Equal Opportunity Employer.  We consider qualified applicants for employment without regard to race, religion, color, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, genetic information, medical condition, disability, marital status, or protected veteran status.   For more information or definition of these terms please visit, http://www.dol.gov/ofccp/regs/compliance/posters/pdf/eeopost.pdf  http://www.dol.gov/ofccp/regs/compliance/posters/pdf/Supplement_English.pdf

Individuals with disabilities requesting accommodations under the Americans with Disabilities Act (ADA) may call the Human Resources Office at (310) 243-3771 or the Academic Affairs Personnel Services Office at (310) 243-3766.

Clery Act crime statistics for CSUDH are available at http://www.csudh.edu/dhpd/dhpd.htm, or by calling University Police at (310) 243-3639.

Upon appointment all candidates must furnish proof of eligibility to work in the U.S.