What are the responsibilities and job description for the Administrative Analyst- College of Arts, Humanities & Social Sciences position at The California State University?

Administrative Analyst - College of Arts, Humanities & Social Sciences

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Work type : Staff

Location : Monterey Bay

Categories : Unit 9 - CSUEU - Technical Support Services, Administrative, Probationary, Full Time, On-site (work in-person at business location)

Classification : Administrative Analyst / Specialist Exempt II

Hours : Full-time / 40 hours per week

FLSA : Exempt

Anticipated Hiring Salary Range : $6,361 - $6,781

CSU Salary Schedule

CSUMB provides pay scales representing its good faith estimate of what the university reasonably expects to pay for this position. The pay offered to a selected candidate will be determined on factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, and CSU systemwide pay for comparable jobs.

Priority Screening Date : January 28, 2025

Recruitment Status : Open Until Filled

PURPOSE :

Under the general supervision of the Dean of the College of Arts, Humanities, and Social Sciences, the Senior Administrative Analyst provides administrative and technical support and oversight of the day-to-day fiscal operations of the College. The Analyst functions as an executive assistant to the Dean and is responsible for budget development, planning and coordination; operational and strategic planning, research, analysis, and report generation; lead work direction and training among office and college personnel; and general administrative functions in support of College objectives and initiatives.

ESSENTIAL DUTIES AND RESPONSIBILITIES include, but are not limited to, the following :

Fiscal Management :

Provides support to the Dean, Associate Dean, Department Chairs, and staff related to fiscal management and analysis, budget development, and administration of all state and non-state funds, general fund accounts, trust funds, cost-recovery, grants, and donations.

Responsible for budget management and fiscal review of all transactions involving procurement, budget transfers, payroll adjustments, and expense reconciliation.

Advises and makes recommendations to the Dean on budget-related matters including salaries, operating expenses, and temporary projects and initiatives.

Acts on department budget allocations as approved by the Dean.

Oversees budget planning, tracking, reconciliation, analysis, and reporting functions of the various units in the College.

Provides the Division Budget Analyst with quarterly, mid-year, and year-end financial status and projections.

Coordinates the transfer of funds between departments.

Reviews all fiscal-related documents for accuracy and compliance with university and / or CSU policies and procedures.

Facilitates resolution to fiscal issues involving contracts, procurement, employee reimbursements, and payments to vendors.

Provides lead work direction, guidance, and analytical and technical support to College staff relative to administrative operations and fiscal matters.

Personnel Transactions :

In consultation with the Dean, addresses and completes a wide variety of administrative personnel transactions to ensure compliance with campus and system policies and procedures.

Handles a broad range of interpersonal matters involving confidential and sensitive information.

Serves as a resource for lecturer hiring process, entitlement issues, and evaluations.

Tracks, analyzes, and verifies data for lecturer contract eligibility.

Collaborates with university personnel staff to ensure alignment of college and personnel records.

Reviews all hiring documents for adjunct faculty in the college, ensuring that entitlements are met, new salary placement is appropriate, data entry by staff is completed correctly, and contracts are generated accurately, tracked, signed, and submitted.

Addresses and resolves payroll discrepancies.

Provides oversight for full-time recruitments in the College to ensure that documents are complete, accurate, and processed in a timely manner.

Advises on options for staffing needs including recruitment process, temporary staffing, funding sources, salary recommendations, and onboarding.

Assists with new employee onboarding and training, and provides lead work direction.

General Administration :

Provides analysis, design, implementation, and evaluation of various administrative systems to support organizational unit operations.

Performs specialized or general duties including : advising management on policy and procedures related to fiscal and budgetary analysis and management, personnel administration, and related operational functions to meet programmatic goals; primary contact for Payment Card Industry (PCI) standards; acting as an internal and external resource on policy and procedural matters; participation in the planning and documentation of College meetings and activities; and participating in university work groups to keep informed and provide input to upcoming modifications to university procedures.

Other Functions :

Performs other job-related duties and special projects as assigned.

KNOWLEDGE, SKILLS AND ABILITIES :

Thorough knowledge of, and ability to apply, extensive expertise to complex programs and / or administrative specialties, including pertinent laws and regulations. Demonstrated expertise in, and advanced knowledge of, the principles, problems, and methods of public and business administration and operational and fiscal management. Expertise in administrative survey techniques, operations and systems analysis, statistical and research methods, and the ability to interpret and evaluate results to develop sound conclusions and recommend new or revised policies.

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.

PREFERRED QUALIFICATIONS :

Equivalent to graduation from a four-year college or university in business, accounting, or a job-related field. Additional specialized experience during which the applicant has acquired and successfully applied the knowledge and abilities shown above may be substituted for the required education on a year-for-year basis. Technical fluency with Microsoft Office Professional Suite; Oracle-PeopleSoft / CMS baseline information system; Access; Hyperion (Brio); TMA, or similar maintenance management system; and Google Suite (e.g., Drive, mail & calendaring) programs. Experience working with diverse populations in an academic environment.

SPECIAL CONDITIONS OF EMPLOYMENT & POSITION DESIGNATIONS :

All offers of employment are contingent upon the successful completion of a background check (including a criminal records check).

The person holding this position will have a duty to report to the Campus Title IX Officer information pertaining to discrimination, harassment, sexual misconduct, sexual exploitation, dating violence, domestic violence, stalking, and retaliation and is required to comply with the requirements set forth in CSU Executive Order EO 1095, EO 1096, and EO 1097 as a condition 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.

This position has been designated as a sensitive position with :

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.

responsibility for the care, safety and security of people (including children and minors), animals and CSU property.

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 Education’s Family Educational Rights and Privacy and California’s Educational Code Chapter 13 regarding sensitive student issues.

This position is designated as a Campus Security Authority (CSA). The position is required to participate in training at the direction of the Clery Director and must also promptly report allegations of reportable crimes according to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, its accompanying regulations; the California State Education Code, Chapter 15.5, of the Donahoe Higher Education Act, Section 67380; and the California State University system-wide policy, Code EO 1107.

May require occasional evenings and / or weekend work.

PHYSICAL ENVIRONMENT :

Office environment with standard equipment and tasks. The position requires working at a computer and desk for extended periods of time. May require travel between campus offices and off-campus locations.

BENEFITS / PERKS :

CSUMB offers a premium benefit package that includes outstanding vacation, health, dental and vision plans; membership in the California Public Employees Retirement System (CalPERS); and 15 paid holidays a year.

APPLICATION PROCEDURE :

For full consideration, applicants must complete the required online application prior to the priority screen date found at Careers at CSUMB . 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 Human Resources at (831) 582-3389 or emailing humanresources@csumb.edu . All employees must be eligible for employment in the U.S.

GENERAL INFORMATION :

CSUMB hires only individuals lawfully authorized to work in the United States and is an E-Verify employer. In compliance with federal crime awareness and campus security legislation, including the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics, you can view the notice of availability and access the Cal State University, Monterey Bay annual security and fire safety reports at https : / / csumb.edu / clery / asr-and-fsr-notices-availability / .

CSUMB is a smoke and tobacco-free campus.

EQUAL OPPORTUNITY EMPLOYER :

CSUMB is an Equal Opportunity employer seeking to recruit and support a broadly diverse community of faculty and staff. We value and celebrate diversity in all its forms and strive to foster an inclusive culture built on respect that affirms inter-group relations and builds cohesion.

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Salary : $6,361 - $6,781

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