Administrative Analyst - College of Arts, Humanites and Social Sciences

Job Description:

Administrative Analyst - College of Arts, Humanites and Social Sciences

Description

Classification: Administrative Analyst/Specialist Exempt I
Hours: Full-time / 40 hours per week
FLSA: Exempt

Anticipated Hiring Salary Range: $5,268 - $6,146* mo.
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: June 22, 2025
Recruitment Status: Open Until Filled

ABOUT CSUMB

California State University, Monterey Bay is a mid-sized university in California’s Central Coast that grants undergraduate and graduate degrees. Powered by an inspiring Founding Vision Statement , CSUMB is part of the nation’s largest four-year public university system, California State University , which educates nearly 460,000 students every year.

With a vibrant, diverse student body of over 7,000 students, CSU Monterey Bay is both a Minority Serving Institution and a Hispanic Serving Institution. Our staff and faculty transform students’ lives with a focus on student success and engagement through experiential learning, service learning, and a strong emphasis on multicultural and global perspectives. CSUMB’s sustainability goal is to be carbon neutral by 2030.

The university’s Strategic Plan prioritizes inclusive excellence through recruiting and investing in developing a diverse body of faculty, staff and administrators. Many appreciate living and working close to the shores of beautiful Monterey Bay, with easy access to recreational areas from Big Sur to Santa Cruz. Nearby opportunities for collaborative research include working in the Monterey Bay National Marine Sanctuary and Silicon Valley, and with colleagues at local research universities, including UC Santa Cruz and Stanford University.

As one of the 23 campuses in the CSU system, CSUMB offers excellent benefits, including access to below-market-rate rental housing on East Campus, and competitive salaries for faculty and staff. With proximity to the San Francisco Bay Area and San Jose, opportunities for faculty, staff and students are as endless as the shores of the nearby Pacific Ocean.

PURPOSE:

Under general supervision of the Dean for the College of Arts, Humanities, & Social Sciences, the Administrative Analyst Exempt I is responsible for performing a broad range of complex assignments, analyses, and operations in addition to providing confidential/sensitive general administrative office management and operational support to the Dean to maintain the administrative objectives of the college.

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

• Serves as lead for moves for CAHSS’ 10-building footprint by sending and tracking work orders. Develops processes and procedures for requesting space.
• Schedules workrooms and offline conference spaces. Reviews and approves/declines classroom and event space requests (25 Live), and access control for CAHSS 504. Serves as liaison for World Theater requests.
• Prepares, reviews, and processes key/keycard requests and work orders for all CAHSS employees.
• Manages service contracts for CAHSS 504 copiers, shred service, and other office equipment contracts, and prepares reports as needed.
• Responds to inquiries and requests regarding interpretation and application of academic policies and procedures.
• Submits work orders for CAHSS 504 building issues, and as backup, submits work orders for the other nine CAHSS buildings as needed.
• Creates and maintains detailed job aids and procedure/operations manuals for the college staff.
• Responsible for the submission process, upload and management of all digital signage in CAHSS 504, including creation of signage for Dean’s Office events and information.
• Handles complex inquiries and requests requiring interpretation and application of university policies and procedures, and addresses or refers to appropriate personnel as needed.
• Works together with the Senior College Analyst on creation and implementation of streamlined Adobe Sign forms and workflows.
• Manages complex college-wide projects as requested by the Dean.
• Maintains and updates college Business Continuation Plan throughout the year.
• Evaluates and develops systems and infrastructure for college governance as needed. Creates Google forms/Qualtrics surveys and shared workspaces in support of college initiatives, and in coordination with the Dean, facilitates the election process for all Department Chair elections.

College Communications

• Identifies, researches, writes, and publishes compelling stories and announcements that support the college’s strategic mission and goals. Submits content to University Communications for larger-scale publication/promotion.
• Serves as webmaster for college-level pages. Develops and publishes content on behalf of departments as needed, and conducts high-level website maintenance in collaboration with IT/University Communications.
• Manages and creates all content for college social media accounts, including MyRaft group management.
• Develops and writes content for communications to faculty and staff on strategic initiatives and college news and events.
• Develops and maintains promotional and collateral projects on departments, degrees, and signature events in support of college promotion for current and prospective students.
• Ensures compliance with CSUMB graphics, publications and media standards. Serves as liaison for CAHSS departments with University Communications and other personnel as needed.

Administrative Support and Personnel Training

• Provides direction, training, and guidance to Administrative Support Coordinators and Assistants within the college on academic policies and procedures as part of onboarding and as needed.
• Assistant and coordinates clerical and administrative support functions across the college.
• Supports college and department personnel with guidelines and operational procedures on special events planning processes; guest speakers, artists, and eternal reviewers; and exhibits in the CAHSS Gallery.
• Assists Senior College Analyst in CAHSS-wide budgetary analyses/planning, and assists in all fiscal year-end activities for the college. Tracks and reconciles budgets against expenditures as needed, and assists with research and analyses of budget trackers and reports.
• Prepares onboarding documents for new staff, performing assigned responsibilities as needed.

Event Coordination Management

• Coordinates and submits special events funding requests for college. Prepares and provides budget templates to awardees, and supports department staff by providing guidance on the process and procedures
• Facilitates and communicates events coordinated by CAHSS Associated Student Senator.
• Provides direction to Dean’s Office ASC for student events with the Dean, and coordinates communications efforts.
• Serves as liaison with University Affairs, Ceremonies, and Events (UACE) for college-level event planning.
• Works closely with Scheduling/UACE on providing location layouts and provides direction on rooms to be unlocked.

Development

• Creates and maintains Dean’s Advisory Council database and lists.
• Assists the Dean with donor and prospective donor meetings, events, and correspondence.
• Assists the Dean with donations/gifts-in-kind paperwork processing, and coordination of gift delivery with the Office of Advancement.
• Develops custom promotional flyers tailored to donor interests.
• Manages Debbie Juran Beyond Tomorrow Award donor scholarships, including call for applications and creation of submission forms/processes/timeline. Prepares materials for Dean’s review and selection, develops and writes acceptance and decline correspondence, processes payments, and works with Dean’s Office ASC on donor appreciation event arrangements.

Other Functions :

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

KNOWLEDGE, SKILLS AND ABILITIES:

Knowledge: 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.

Skills: 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.

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.

SPECIALIZED SKILLS:

Skill in: Institution-wide administration or planning experiences as well as budgetary program analysis. Experience in information retrieval and data presentation and reporting. Technical fluency with Oracle/PeopleSoft, CSU Common Management System or equivalent student information system; Microsoft Office Professional Suite, and Google mail and calendaring programs. Excel (including pivot tables/charts, linking worksheets, and creating formulas), preparing PowerPoint presentations to include statistical information, design/creative-based software, web publication, providing exceptional customer service, and planning and executing events. Ability to establish and maintain cooperative working relationships within a diverse, academic environment. Exceptional ability to communicate verbally and in writing in a professional, persuasive, and tactful manner. A strong customer service attitude and commitment is essential.

PREFERRED QUALIFICATIONS:

Technical fluency with Oracle/PeopleSoft, CSU Common Management System or equivalent information system; Microsoft Office Professional; Google Workspace (Gmail, Docs, Sheets, Drive, Calendar, Forms, etc.); 25Live; intranet drives; and internet browsers.

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, or control over, cash, checks, credit cards, and/or credit card account information
  • responsibility or access/possession of building master or sub-master keys for building access
  • 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
• 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.
• 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.

The health and safety of our students, faculty, and staff remain our highest priority. While on campus, students, faculty, staff, and the community will be expected to follow all campus safety mandates.

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. For more information, visit Employee Benefits Summary . The University Corporation at Monterey Bay also provides access to affordable housing near main campus. The allocation of housing is subject to several factors, including availability, eligibility criteria, and specific program guidelines. For more information, visit: https://csumb.edu/ corporation/employee-housing

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. We consider qualified applicants for employment for their anticipated contributions and 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.

Advertised: May 29 2025 Pacific Daylight Time
Applications close: