Administrative Analyst (Administrative Analyst/Specialist Exempt I), New Student Orientation and Family Programs

Job Description:

Administrative Analyst (Administrative Analyst/Specialist Exempt I), New Student Orientation and Family Programs

Description

Job Summary:

This position performs broad and slightly complex administrative and analytical functions for the New Student Orientation and Family Programs Office. Responsibilities include, but are not limited to, budget review and tracking, fund oversight, purchasing and contracts, regulatory compliance, serving as a Human Resources liaison, and providing programmatic support for the office. The Administrative Analyst Specialist (AA/S) also serves as the Assistant to the Director of New Student Orientation and Family Programs, coordinating the Director’s calendar, scheduling meetings, preparing materials, and acting as the office timekeeper. Additionally, the incumbent monitors budget allocations, fund projections, and payroll certification, working closely with payroll and student employment.

Duties / Responsibilities:

• Utilizes an in-depth analytical approach to create, prepare, and evaluate the mid-year and annual departmental operations and personnel budget for New Student Orientation and Family Programs. The departmental budget would include an analysis of obligated and projected expenditures and year-end projections.
• Monitor and track current state funds, auxiliary funds, and student fees, as well as any newly acquired philanthropic funds and grants.
• Ability to take an independent approach to broader and more complex projects, conducting thorough analysis to proactively address issues and prepare recommendations. Work independently to conduct research, collect data, and generate reports for the Director.
• Utilize considerable judgment and discretion to ensure that the New Student Orientation and Family Programs Office adheres to and complies with campus policy and procedures related to fiscal and budget analysis.
• Maintains a detailed calendar for the Director and assists the Director in all budget planning and administration phases to ensure strategic and efficient use of resources; serves as the department’s primary personnel and payroll specialist; and performs other classification-related duties as assigned.
• Personnel specialist accountable for department personnel processing and tracking involving staff recruitment and temporary help.
• Entering requisitions & monitoring purchase orders. Administer program costs and fees with accounting.
• Compile monthly and annual budget reports detailing the cost of each program and per student cost for each program.
• Contributes significantly to projects, such as campaign materials for prospective and admitted students on behalf of the Office of Admissions, by providing lead work direction for project execution. Tasks include but are not limited to placing/ amending communications orders and serving as the primary point of contact for all constituents.
• Assists the New Student Orientation and Family Programs Director in performing various specialized, analytical, administrative, and operational duties. This includes tracking and monitoring performance evaluations for timely completion, maintaining travel logistics, and conducting budget analysis for reimbursement.
• Responsible for ordering supplies and equipment and primary liaison with internal and external constituents.
• Maintains effective communication and collaboration with the Information Technology (IT) department regarding inventory control and ensures the smooth operation of office equipment. Places IT tickets for various software and hardware issues. Point of contact for CIA forms and clearance.
• Engages and schedules of various professional development activities such as meetings, training sessions, and retreats. Plays a key role in agenda preparation and minute-taking during team gatherings.
• Monitors procurement card expenses.
• Monitor and track purchase orders for the office.
• Assist the Director in coordination when a new employee is hired.
• Provide lead work direction to other administrative support in the Strategic Enrollment Management and Marketing Division as needed. Accountable for results.
• Analyze and conduct comprehensive reviews and reconciliations of Compensated Time Off (CTO), timekeeping, and absence management records for the entire staff, emergency temps, and student assistants.
• Serve as a point of contact for internal staff regarding hours reported on PeopleSoft, confirming submissions, and maintaining alignment with payroll trackers.
• Send the payroll tracker to the Payroll Lead in Enrollment Management each month and provide copies of special consultants' and hourly employees' time sheets. Notify the Payroll Lead if adjustments need to be made to an employee's hours on a paycheck.
• Monitors monthly Federal Work Study funds used for student employees in the department to ensure their allocation allows them to work the entire academic year.
• Reconcile employee leave balances (vacation, sick, holiday, and compensated time off leaves).
• Other classification related duties as assigned.

Minimum Qualifications: Required Education and Experience

• Bachelor's degree and/ or the 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, PLUS two years of related experience.

Required Qualifications

• 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.
• Ability to take initiative and independently plan, organize, coordinate, and perform work in various situations where numerous and diverse demands are involved.
• 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 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.
• Valid Driver’s License and insurance

Preferred Qualifications

• General knowledge and skills in the applicable administrative and /or program field with a foundational knowledge of public administration principles.
• Working knowledge of budget policies and procedures.
• Two or more years of experience working in an office within an institution of higher education with budget analysis, administrative functions and program specific knowledge of administrative cost allowances.
• Knowledge of program and policy research, analysis, development, evaluation, and/or operational and fiscal analysis related to an administrative specialty.
• Ability to apply a theoretical knowledge base to develop recommendations and conclusions.
• Ability to work collaboratively and communicate effectively in a team environment.
• Ability to learn and work in a fast-paced environment.
• Experience with budget policy and practice, particularly in an office within higher education.

Compensation and Benefits:

Anticipated Hiring Range: $4,598.00 per month

Classification Salary Range: $4,598 - $8,318 per month

The salary offered will take into account internal equity and experience among other factors.

The CSU system provides a comprehensive benefit package that includes medical, dental and vision plans, membership in the California Public Employees Retirement System (CalPERS), sick and vacation time, and 15 paid holidays a year. Eligible employees are also able to participate in the fee waiver education program. A summary of benefit information can be found here .

Position Information:

Work status: Full-time/Exempt/Probationary

Academic year schedule: Monday through Friday (7:30 am - 4:00 pm), some evenings/weekends.

Summer schedule: Monday through Thursday (7:00 am - 5:30 pm), some evenings/weekends.

The application deadline is: January 6, 2024 at 11:55 pm (PST)

As of January 1, 2022, the CSU Out-of-State Employment Policy prohibits the hiring of employees to perform CSU-related work outside the state of California.

California State University, San Bernardino is not a sponsoring agency for staff or management positions (i.e. H1-B Visas).

Conditions of Employment

Background Check

Satisfactory completion of a background check (including a criminal records check) is required for employment. CSU will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was conditionally offered the position.

Mandated Reporter

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.

Campus Security Authority

This position is designated as a Campus Security Authority (CSA) position under the federal Jeanne Cleary Disclosure of Campus Security Policy and Campus Crime Statistics Act. CSAs are responsible for reporting allegations of Clery Act Crimes reported to them or that they witness. CSA training is required.

I-9

CSUSB hires only individuals lawfully authorized to work in the United States. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. See Form I-9 Acceptable Documents at https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents .
Statement of Commitment to Diversity

In our commitment to the furthering of knowledge and fulfilling our educational mission, California State University, San Bernardino seeks a campus climate that welcomes, celebrates, and promotes respect for the entire variety of human experience. We welcome people from all backgrounds, and we seek to include knowledge and values from many cultures in the curriculum and extra-curricular life of the campus community. We will create, promote, and maintain activities and programs that further our understanding of individual and group diversity. We will also develop and communicate policies and promote values that discourage intolerance and discrimination.

California State University, San Bernardino is proud to be an Affirmative Action/Equal Opportunity Employer. We recruit, hire, train, and administer all personnel actions without regard to race, ethnicity, religion, color, caste, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, socioeconomic status, genetic information, medical condition, disability, marital status, protected military or veteran status, or any other status protected by applicable law. This position adheres to CSU policies against Sex Discrimination, Sexual Harassment, and Sexual Violence, including Domestic Violence, Dating Violence, and Stalking. This requires completion of Sexual Violence Prevention Training within 6 months of assuming employment and on a two-year basis thereafter. (Executive Order 1096) For more information about Diversity & Inclusion at CSUSB, please visit https://www.csusb.edu/human-resources/diversity-inclusion

Closing Statement:

Reasonable Accommodation

We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact CSUSB Benefits at benefits@csusb.edu.

Smoking

CSUSB is a smoke and tobacco-free campus. See policy at https://calstate.policystat.com/policy/6591951/latest/ .

Clery Act

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 San Bernardino Annual Security and Fire Safety Report is available at: https://www.csusb.edu/clery-act

Advertised: Dec 04 2024 Pacific Standard Time
Applications close: Jan 06 2025 Pacific Standard Time

Closing Date/Time: