Department Administrative Analyst (Administrative Analyst/Specialist I Non-Exempt)

Job description

Job Title: Department Administrative Analyst (Administrative Analyst/Specialist I Non-Exempt)
Job ID: 13735
Full/ Part Time: Full-Time
Job Code: 1038
Department: Biology

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Salary range: $3,288 to $6,162 per month (anticipated starting salary $3,300 - $3,400 per month)
Note: This is a full-time (40 hours per week), probationary, non-exempt position

Organizational Description:
The Department Administrative Analyst/Specialist (AAS) works under the direction of, and with the Biology Department Chair. The AA/S is the senior office staff member in the Biology Department Office and currently, with the assistance of one other office staff member, addresses the administrative concerns of the department, one of the largest on campus.

The AA/S performs specialized administrative responsibilities and financial accounting of 160 separate accounts totaling $200-250,000, in support of this large academic department, and has the supervisory role directing office operations, working with the other staff to coordinate and prioritize tasks. The AA/S additionally conducts independent analytical management of several critical components of departmental operations. These include interpreting policy and procedure, reporting and evaluating the effective development and administration of departmental programs, and suggesting improvements to operational policies and procedures. These activities involve considerable leadership and directing of others. The AA/S has the primary role in the analysis and implementation of the department's budget, and in advising and consulting with the department chair and budget committee chair, and conducts financial analysis, planning and accounting. The AA/S has the major role in implementing the purchase of supplies and laboratory course materials, coordinating personnel matters including faculty searches and contract administration, course scheduling and room arrangement, the accounting of foundation and multiple trust accounts, travel processing, and coordination of communications and information with off-campus visitors and community contacts. Being capable of multi-tasking during constant interruptions are an essential requirement of the position, as well as strong problem solving and decision making abilities. The AA/S has extensive and thorough knowledge of internal policies and procedures.

The AA/S coordinates office staff, provides lead work direction, completes largescale projects and event planning that occur on an annual or semester basis, and collaborates with personnel in other departments and university offices with relation to operation, policy and procedures, focusing on procurement, accounting, scheduling and faculty affairs.
Incumbents in this position serve primarily as individual contributors providing day-to-day administration of the department and perform a variety of administrative and technical duties requiring knowledge of methods and procedures in support of the department. Administrative and analytical work relates primarily to department operations and procedures.

Position Summary:

  • Plan and initiate scheduling of each semester's schedule of classes, including additional paperwork associated with topics courses; meet with individual faculty, the department chair, and departmental scheduling committee
  • Arrange rooms for each schedule of classes and formalize the scheduling process using PeopleSoft.
  • Develop course rosters by acquiring permission numbers for students (typically > 100) enrolled in Independent Study, Research, Thesis, and other directed study courses each semester.
    o Accurately code and account for department, grant, contract, college, and university assigned time.

  • Initiate, develop and manage >60 personnel contracts through PeopleSoft, which includes 40-45 TAs each semester.
  • Process contracts with detail to policy and procedure, Collective Bargaining Agreements, terms, order of hire and weighted teaching units.
    o Request and collect new lecturer application materials, complete necessary forms, forward to the College, and obtain signatures from instructors on Faculty Affairs implemented contracts.
  • Write and provide Description of Duties forms for each TA hired and obtains necessary duties from course Supervisors.
    o Forward to College along with executed TA contracts.
    o Track, cross-check information, monitor order of hire and entitlement, and persistent follow-up with university offices, most frequently Faculty Affairs.
    o Takes an active role along with the department chair in recruiting TAs and potential part-time lecturers through e-recruit and personal contacts.
  • Review and validate Payroll Certification for faculty to ensure proper percentage are applied.
  • Review all time entered and reported to Payroll through PeopleSoft Time Administration as Department Timekeeper.
  • Work with faculty search committees to maintain candidate files, in addition to candidate telephone interviews and campus visits.
  • Coordinate and create search documentation for on-campus visits and nominations.
    o Schedule and coordinate reservations and travel arrangements for candidates for the on-campus interview process.
    o Coordinate recruitment expense budgets and reimbursement for candidates' travel expenses and search committee expenses.

  • Procure classroom and laboratory supplies.
    o Order and track 35-45 separate accounts ($200-250,000) in laboratory materials and supplies including time sensitive and live materials requiring special handling.
    o Coordinate all receiving and distribution of materials as they arrive in the department.
    o Prepare and submit frequent emergency and urgent orders.
  • Procure supplies and materials for $140-150,000 in 20-30 accounts associated with Faculty and Student Awards, including, but not limited to, UGRA, FSSRA, Mini-Grants, Lecture Series, Faculty Professional Development, r-Grants, IRA, CRT, DiscoverE, Provost and travel awards.
  • Procure supplies and materials for all new faculty start-up accounts, typically 5-6 at a time, with values ranging from $30-150,000.
  • Procure supplies and equipment from monies ($50-100,000) accrued in the Department's Global and Continuing and Global Education account.

  • Establish, coordinate and control budget categories and allocations for the departmental budget in collaboration with the Department Chair and the Budget, Space and Facilities Committee.
    o Maintain records of expenditures in every account category, including Purchase Orders, Blanket Purchase Orders, Direct Pays, Travel, Student Salaries, and charge-backs.
  • Produce separate reports of expenditures for individual faculty and staff, individual courses, each budget category and the department as a whole.
    o Reconcile the department state allocated budget ($115,000), plus transferred funds for Faculty and Student awards, with the PeopleSoft accounting system and the College of Science and Math.
  • Implement and coordinate the ordering of all materials and supplies for the department through Purchase Orders and Blanket Purchase Orders.
    o Verify with the Accounting Department and Procurement that orders have been received, and approve invoices for payment.
    o Process payments and reimbursements on Direct Pays.
  • Review and coordinate all department travel through the Concur travel system for faculty, and implements complex travel applications and claims, including those associated with ASI, Graduate Studies, IRA, CRT, Academic Resources and Undergraduate Studies.
    o Track budgets related to faculty and student travel awards, university charge-backs and student salaries.
  • Maintain accounting and resolve bookkeeping concerns related to the 38 departmental trust accounts for student course and consignment fees.
    o Reconcile accounts with PeopleSoft accounting system. ($200-250,000 revenue)
  • Handle the financial aspects of the faculty search processes for one to four searches per year.

    Department Special Events:
  • Coordinate the Department's Annual Graduation event attended by 200-300 faculty, students and guests each year and organizes and supervises all preparations and details.
    o Prepare and assemble invitations, programs, decorations, student gifts and awards.
    o Coordinate and negotiate menus, set-up and contract with venue and catering entity.
    o Budget and process all payments for expenses and invoices.
  • Coordinate department annual December Holiday event, luncheons and receptions.
    o Purchase food and refreshments, decorations and supplies.

    Record Keeping:
  • Maintain records and confidential materials on instructional and staff personnel.
  • Maintain records on student independent study, research, thesis and other directed study courses.
  • Maintain files on requests submitted to Admissions and Evaluations.
  • Track Plant Operations service requests through the AIM system and charges applied to the department operating budget.
  • Coordinate the maintenance of all department records.

    Programmatic Operations:
  • Fulfill information and service requests of faculty, staff and students relative to university offices and services, including locations and contact persons for a wide variety of topics and concerns.
    o Work closely with other University departments on campus that provide support and resources for the faculty, staff and students.

    Secondary Duties of the job include:
    Off-campus personnel:

  • Coordinate off-campus personnel issues, including adjunct faculty appointments, and serves as a liaison for individuals seeking employment in the department as research scientists or prospective instructional faculty.

    Knowledge, Skills & Abilities:
  • Knowledge of current office methods, procedure and practices
  • Working knowledge of general practices, program, and/or administrative specialty
  • Working knowledge of budget policies and procedures
  • Excellent use of business mathematics including tracking and reconciling financial data.
  • Knowledge of basic methods and procedures for research and statistical analysis and the ability to apply them
  • Excellent oral and written communication skills, including performing work assignments that require regular communication with individuals at the highest levels within the university or external to the university, often involving sensitive interpersonal situations
  • Excellent skills in using current, standard office equipment and software applications including advanced skills in word processing and maintenance of electronic spreadsheets using Microsoft Word and Excel, as well as advanced skills in finance and scheduling using PeopleSoft
  • Have interpretive skills wherein research, analysis, and evaluation of information are required to solve a broad range of office procedural and office administrative problems
  • Experience in making independent decisions on the daily operations of the office

    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
  • Demonstrated ability to establish and maintain effective working relationships within and outside the work group and serve as a liaison for the organizational unit
  • Work effectively with faculty, students, and staff from diverse ethnic, cultural, and socioeconomic backgrounds
  • Work effectively in a fast-paced, multiple task and multiple interruption environment and successfully complete many different tasks in a timely manner while maintaining a high level of accuracy
  • Work independently on complex projects using good judgment and discretion to benefit the department

    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

    Preferred Skills:
  • Four years of general office work and budgeting experience
  • Two years experience working in higher education
  • Experience serving as a resource person in academic departmental affairs and for University policies and procedures
  • Knowledge of departmental and general university organization
  • In-depth knowledge of university policy and procedures
  • Experience with Database software
  • Experience in web site maintenance and knowledge of HTML and web maintenance software

    Ability to:
  • Delegate workflow to staff and set priorities for the completion of assigned tasks
  • Work in consultation with the chair and faculty of the department, dean's office staff and assistants and other department administrative assistants in the resolution of common problems
  • Plan, organize, and coordinate large-scale department events such as the colloquium series, a lecture series, workshops, and the department commencement celebration
  • Promote a well-organized, team-oriented office environment that supports the faculty and staff of the department
  • Handle distribution of live specimens, facilitate the disposition of injured animals or dead materials, e.g. potential taxidermy specimens, arriving in the department office

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    Job No:
    Posted: 6/10/2019
    Application Due: 6/25/2019
    Work Type: