Job Description

Powered by an inspiring Founding Vision Statement, California State University, Monterey Bay (CSUMB) is a mid-sized comprehensive baccalaureate and masters granting university whose staff and faculty help transform student lives with a focus on student success and engagement through experiential learning, service learning in its regional community, and the promotion of multicultural and global perspectives on and beyond campus. With a vibrant, diverse student body of over 7,400 students. CSUMB is both a Minority Serving Institution (MSI) and a Hispanic Serving Institution (HSI).

The university’s Strategic Plan prioritizes inclusive excellence through recruiting and investing in the development of a diverse body of faculty, staff, and administrators. CSUMB’s sustainability initiative is to be carbon neutral by 2030. The university’s faculty and staff, many of whom live in the East Campus housing development, appreciate living and working so close to the shores of the beautiful Monterey Bay. As one of the 23 campuses in the California State University (CSU) system, CSUMB offers excellent benefits, including access to below-market-rate campus housing and competitive salaries for faculty and staff.

PURPOSE:

Under the general supervision of the Dean, College of Business (COB), and daily oversight from the Chair of the School of Business, the Administrative Analyst is responsible for providing office support to maintain the administrative objectives of the School of Business. The Administrative Analyst works independently and exercises discretion and judgment in performing assigned work.

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

• Accreditation and Assessment Project Design: Plans and organizes projects, working relatively independently, with the Chair providing occasional instruction or advice, to assist the Dean, Directors of Curriculum and Chair to implement operational compliance driven by AACSB requirements that aligns with College direction and accreditation standards. Projects include using business mathematics and basic statistical techniques to analyze assessment data both within and outside of the CoB and assisting the Chair in designing and implementing departmental operational policies with COB strategy and AACSB Standards, e.g., Standards 4 (Student Admissions, Progression and Career Development), 6 (Faculty Management and Support), & 9 (Curriculum Content). Projects include designing surveys and analyzing results to support assessment and curricular initiatives, collecting and analyzing student profile data, student proficiency levels in writing and math diagnostics, grade distributions by course, and other data to support the student success standard of engagement. Designs and conducts analysis of current faculty in support for Standards 5 and 15.
• Scheduling: With minimal oversight from the Department Chair and Dean of the College, establishes and maintains effective working relationships to prepare course schedules for undergraduate programs, including managing faculty availability, managing course diversity within the college and updating the schedule on a regular basis through much of the academic year. Maintains accurate and detailed databases related to courses, schedules, and enrollments; conducts thorough analyses of course history data and works to project future course needs for all undergraduate majors in COB. Coordinates lecturer pools for recruitment and supports creating contracts and supporting documentation for all lecturer faculty. Creates and maintains tracking systems for faculty pay, qualifications, and other relevant information and makes recommendations based on CSU policy for newly hired lecturers. Maintains contact lists for faculty at the College. Tracks and monitors workload for Tenure/Tenure Track Faculty in conjunction with the Lead Analyst at the College of Business. Oversees coordination and support for academic advising during orientation and registration; oversees the creation and preparation of materials related to academic instruction and program outreach. Supports academic programs for consent calendar preparation and input for all graduate and undergraduate programs. Maintains databases and documentation to track program changes and changes to courses related to consent calendar procedure. Coordinates with Extended Education to plan courses/enrollments for summer/winter schedules.
• Administrative Coordination: Under general direction of the Chair, program directors, and the Dean, independently coordinates clerical and administrative support functions and/or performance of administrative work in a large/complex and diverse academic program which often involves evaluation and recommendations related to departmental operational and procedural matters. Plans and executes large scale, complex projects with broad, visible impact that involve coordination with other department programs and the Dean's office. This includes the restructuring of BSBA concentrations, implementation of Milestone Policy, and support of new programs (such as the BSBA ODC and MSAA) and researching current workflow for areas that could be improved using technology, restructuring, or both. Makes recommendations for new tools and software to support improved procedure within the college. Implements and evaluates any new tools implemented. Leads through delegation of assignments and clarification of priorities for support staff and student directors, Chair, Dean and outside community members, often in sensitive interpersonal situations.
• Budget: Maintains, tracks, and reports office budget expenditures in a timely manner according to year projections as requested by the BUS Chair. Oversees the maintenance of all documentation for approval of payment. Assist with year-end budget reconciliation as needed.
• Maintenance of BUS Office Infrastructure and Daily Operations: Regularly uses independent judgement to make decisions to maintain efficient workflow and the day-to-day function of the department office through delegation and management of workflow. Also innovates, researching current workflow for areas that could be improved and makes recommendations for new tools and software to support improved procedure within the college. Acts as a liaison on personnel functions and student/faculty relations. Conducts and implements research on programs, policies, and personnel and procedures. Provides lead work direction ensuring compliance with applicable policies and procedures. Assists Chair in training and mentoring faculty and new department staff on policy with other administrative offices. Responsible for maintaining the College of Business Intranet.
• Other duties: Establishes department clerical procedures, controls the workflow, and sets priorities for the work of student assistants. Acts as the primary contact for in-coming complaints regarding faculty or other students, behavioral/discipline issues, and grade disputes. Oversees the digital and physical file structure. Schedules and coordinates large meetings. Develops and maintains tracking systems for large projects and deliverables for the department and works to ensure timely completion. Support department committee establishment. Serves on the scholarship committee and provides recommendations for awarding of available funds.

Other Functions:

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

KNOWLEDGE, SKILLS AND ABILITIES:

Knowledge: Working knowledge of general practices, program, and/or administrative specialty. Basic knowledge of and ability to apply fundamental concepts. Working knowledge of budget policies and procedures. Knowledge of basic methods and procedures for research and statistical analysis and the ability to apply them.

Abilities: Ability to analyze data and make accurate projections using business mathematics and basic statistical techniques. Ability to organize and plan work and projects including handling multiple priorities. Ability to make independent decisions and exercise sound judgment. Ability to 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. 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.

MINIMUM QUALIFICATIONS:

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:

Highly proficient in the Microsoft Office Suite, specifically Microsoft Word, Excel (including pivot tables, linking worksheets, and creating formulas), and PowerPoint (specifically to include complex statistical information). Must be highly proficient in the Google Productivity Suite (Docs, Sheets, Sites, etc.).

PREFERRED QUALIFICATIONS/DESIRABLE EXPERIENCE:

• Two years of progressively responsible professional experience in analyzing data including one year involving duties such as preparation, justification and analysis or the control and administration of a budget or budgetary process.
• Experience in information retrieval and data presentation, reporting, and visualization.
• Exceptional ability to communicate verbally and in writing in a professional, persuasive and tactful manner.
• Institution-wide administration or planning experiences as well as budgetary program analysis.
• Experience working with diverse populations in an academic setting preferred or the ability to establish and maintain cooperative working relationships in this setting.
• Technical fluency with Oracle/PeopleSoft, CSU Common Management System or equivalent student information system
• Technical fluency in the use of Microsoft Office Suite; Google’s G-Suite (Gmail, Docs, Drive, and Calendar); Hyperion or equivalent reporting tools; 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 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;
  • responsibility or access/possession of building master or sub-master keys for building access; and
  • 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.
• Occasional evenings and/or weekend work is required.

PHYSICAL ENVIRONMENT:

Office environment with standard equipment and tasks. Position requires working at a computer and desk for extended periods of time. Requires 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.

Per the CSU COVID-19 Vaccination Interim Policy, all students and employees are required to submit their vaccination status to the Otter Vaccination Registry and are encouraged to be vaccinated.

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 14-paid holidays a year. For more information, visit CSU System Benefits. Additionally, as a perk, the University Corporation at CSU Monterey Bay provides access to affordable campus housing based on availability; visit Schoonover Employee Housing for more information.

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 University Personnel at (831) 582-3389 or email universitypersonnel@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

CSUMB is a smoke and tobacco-free campus.

AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER:

CSUMB is an Equal Opportunity Affirmative Action 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.

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