Classification: Administrative Analyst/Specialist - Non-Exempt
Department Name: Undergrad Advising, Retention & Career Ctr
Job Number: MB2019-PC2531
Status: Open Until Filled
Priority Screening Date: 07/09/2019
Recruitment Status: Apply today! Application Screening Begins on Wednesday, July 10, 2019
Powered by an inspiring Founding Vision Statement, California State University, Monterey Bay (WWW.CSUMB.EDU) is a comprehensive, mid-sized four-year university whose staff and faculty help transform student lives by emphasizing project-based learning, requiring service learning, and promoting multicultural and global perspectives on and beyond the campus community. CSUMB is both an MSI and HSI and has a vibrant, diverse student body of nearly 7000 students and growing. Our faculty and staff, many of whom live in campus housing, appreciate living and working about one mile from the shores of the beautiful Monterey Bay. As one of the 23 campuses in the California State University (CSU) system, we offer excellent benefits, including housing, and competitive salaries for our faculty and staff. During our 25th Silver Anniversary Celebration in 2019-20, we will complete two major building projects: the College of Arts, Humanities and Social Sciences and the Student Union. By 2030, CSUMB's sustainability initiative is to be carbon neutral.
Under the general supervision of the Associate Dean for Advising, Career, and Student Success (CACSS), the Administrative Analyst performs the wide range of general and/or specialized administrative responsibilities in support of the Center for Advising, Career and Student Success.
ESSENTIAL DUTIES AND RESPONSIBILITIES include, but are not limited to, the following:
Administrative and Budgetary duties:
- Coordinates and monitors the administrative functions of CACSS; compiles material and assists in the preparation of budgets, reports, manuals, and information associated with all areas of advising, e.g., guidebook, website maintenance, and updates.
- Administers technology and facility requests for CACSS, including key and alarm code requests.
- Tracks and reconciles budget expenditures and modifications in a timely manner and provides budget reports as requested.
- Meets with the Division Budget Analyst periodically to review budget protocols and policies, summarizes and provides input on Center funds.
- Supports the Associate Dean, Associate Director, and staff advisors. Tracks, reviews and updates databases related to advising including CMS/PeopleSoft, Finance, and HR.
- Coordinates monthly payroll and maintains time and attendance records. Monitors for accuracy and submits all student assistants' payroll information.
- Prepares and processes personnel documents for staff, consultants, and administrators. Updates and keeps confidential files.
- Manage contracts for equipment, and services, prepares, processes and maintains purchase requisitions and related documents necessary for the day-to-day operating needs of the Center.
- Assists in preparation of special events as requested by Associate Dean and/or Associate Director.
- Maintains all documentation for procurement card purchases and reconciles monthly procard reports. Reviews and confirms invoices for approval of payment. Submits work orders for office and equipment maintenance.
- Maintains documents, files and records for both physical and electronic materials, including reports, logs, and correspondence. Maintains, organizes, assembles and /or summarizes information from office files or other sources for the Director's use during appointments or meetings; assists with the production of reports, statistical data, brochures, flyers, and other publications.
- Independently and professionally greets and screens visitors, telephone calls, and mail, taking the required action or referring requests as appropriate; responds to questions from the general public, students, staff, and faculty about requirements, individual services, and other information using tact and diplomacy.
- Assists in the training of advisors for all the CACSS e-advising tools and work with the CACSS Director to administer access to CACSS advisors. Acts as the first point of contact for the advisors and CACSS staff to report any e-advising software or CSM issues.
- Produces operational queries, reports, and documentation. Develops reports in conjunction for the CACSS Associate Dean for strategic advisement planning, including analysis of unmet curricular requirements.
- Supports the CACSS staff with training to run reports.
- Provides CMS access to professional staff advisors and student assistants. Tracks and maintains advisor access assignments.
- Provides CA Promise Queries and communications, including assigning computed and self-reported student groups and removing inactive students from ADT groups.
- Performs gap-analysis, researches best practices, and understands workflow. Work collaboratively with Admission and Records to initiate and implement process improvement to the Advisement Module. Attend technical work group meeting on campus.
1. Serves as building manager for the Center for Advising, Career & Student Success.
2. Performs other job-related duties and special projects as assigned.
Knowledge, Skills and Abilities:
Experience and knowledge to be fully functional in all technical aspects of work assignments. 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. Thorough knowledge of policies, procedures, and outside regulations pertaining to the applicable program and/or administrative specialty. Working knowledge of operational and fiscal analysis and techniques.
Abilities to take initiative and independently plan, organize, coordinate, and perform work in various situations where numerous and diverse demands are involved. Ability to anticipate problems and address them proactively. Demonstrated ability to effectively interpret, organize, and present information and ideas in written or presentation form. Ability to train others on new skills and procedures and provide lead work direction.
Experience 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. Thorough mastery of English grammar, spelling, punctuation, editing and spoken language.
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 bachelors 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.
Thorough knowledge of Microsoft Suite with particular attention to Excel, Word, and Publisher. Skilled in working with databases: understanding of data standards and structure; formatting; coding; basic analytic techniques; storage; report generation. Working knowledge of budget and accounting. A strong customer service attitude and commitment is essential.
Equivalent of a Bachelors degree from an accredited university and 2 years of office support duties. Knowledge of and skill in standard office procedures and practices, as well as an ability to understand and operate in a variety of organizational structures. Experience in a customer service environment; working with diverse populations and in an academic setting; and working with an automated financial record keeping or budget system and in complex technical situations. Technical fluency with Microsoft Office Suite, Oracle-PeopleSoft/CMS baseline system; and Google mail and calendaring programs. Highly desirable: Demonstrated understanding of and commitment to CSUMBs Vision.
Special Conditions of Employment:
- All offers of employment are contingent upon the successful completion of a background check (including a criminal records check).
- 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.
- This position is required to comply with confidentiality requirements outlined in the Department of Educations Family Educational Rights and Privacy and Californias 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 Universitys liability coverage.
- Occasional evenings and/or weekend work may be required.
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.
Compensation and Benefits:
- Type of Appointment: Full-Time, Probationary
- Collective Bargaining Unit: Clerical & Administrative Support Services (CSUEU)
- Anticipated Campus Hiring Salary: Low $4,000s/month
- CSU Salary Range
- FLSA Status: Non-Exempt
CSUMB offers a premium benefit package that includes outstanding vacation, health, dental & vision plans; a fee waiver education program; membership in the California Public Employees Retirement System (CalPERS); and 14 paid holidays a year. For more information, visit: CSU Benefits R09. Additionally, University Corporation at CSU Monterey Bay provides access to affordable campus housing based on availability, visit: Employee Housing.
How to Apply:
To apply, visit https://csumb.peopleadmin.com/postings/5140
For full consideration, applicants must complete the required online application prior to the priority screen date found at csumb.edu/jobs. Application submissions received after the application screening date will be reviewed at the discretion of the University. Materials submitted become the property of CSUMB and will not be returned.
CSUMB is not a sponsoring agency for staff or management positions.
Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose by contacting University Personnel at (831) 582-3389. For computer/online access you may visit the Tanimura and Antle Family Memorial Library (map). All employees must be eligible for employment in the U.S.
CSUMB hires only individuals lawfully authorized to work in the United States and is an E-Verify employer. In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), the Cal State University, Monterey Bay Annual Security and Fire Safety Report is available at: https://csumb.edu/clery
CSUMB is a smoke and tobacco-free campus.
AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER:
CSUMB is an Equal Opportunity Affirmative Action employer. We consider qualified applicants for employment without regard to race, color, religion, national origin, age, gender, gender identity or expression, sexual orientation, genetic information, medical condition, pregnancy, marital status, veteran status, or disability.
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