Administrative Analyst - College of Science

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 22 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.

1. →FISCAL MANAGEMENT

• →Provides support to the Dean, Associate Dean, and Department Chairs related to fiscal management and analysis, budget development, and administration of all state and selected external funds.
• →Duties include, but are not limited to:
• →establishing fiscal processes, procedures, and timelines in the College;
• →providing budget oversight, monitoring, and reconciliation, including all payroll matters;
• →providing analysis in an effective written or presentation form;
• →compiling fiscal forecasts for annual and future budgetary nee
• →coordinating annual fiscal projects specific to the College and/or University; and preparing a wide variety of fiscal and accounting documents

1. →PERSONNEL PROCESSES

In consultation with the Dean, performs and assists with a wide variety of personnel administrative duties to ensure that policies and procedures are followed in a timely manner. Duties include, but are not limited to:

• →serving as the prime contact for all personnel-related issues in the college;
• →overseeing the hiring of part-time lecturers and teaching and graduate assistant hires in the college, ensuring that entitlements are met, data entry is correct, and contracts are generated accurately and efficiently;
• →providing oversight to all full-time recruitments in the College to ensure that recruitment documents are complete, accurate, and processed in a timely manner;
• →providing detailed, comparative salary information to the Dean for salary placement and startup packages. recommending funding options for all hires if needed;
• →preparing and processing staff recruitment and hiring forms to ensure position assignments, salary placement, etc. are accurate;
• →monitoring faculty workloads;
• →overseeing the instructional student assistant hiring to ensure that appointments are necessary and within budget;
• →preparing, reviewing, tracking faculty and staff additional employment contracts;
• →preparing, reviewing, tracking external contracts/service agreements; and
• →organizing the college lecturer evaluation process and timelines

1. →GENERAL ADMINISTRATION

Provides lead work direction, coordination, training, and procedural guidance to the College’s Administrative Support Coordinators. Establishes and communicates shared administrative processes, timelines, and expectations; organizes regular meetings and provides individual consultation as needed; supports consistent compliance with university and college procedures; identifies and addresses workflow issues; and facilitates the resolution or appropriate escalation of concerns. Builds effective working relationships across departments and promotes a professional, respectful, collaborative, and service-oriented administrative environment. Handles sensitive and confidential college information in accordance with university policy and applicable law; maintains appropriate information boundaries; ensures that sensitive matters are discussed only with authorized individuals and through appropriate channels; and advises college personnel regarding confidentiality and discretion when appropriate.

1. →DATA ANALYSIS AND REPORTING

Serve as the prime contact for the data needs of the College. Interpret requests from the Dean, Associate Dean, Department Chair, and/or Faculty and provide in-depth analysis to assist with program analysis, enrollment and retention, grant report writing, and research needs.

1. →CURRICULUM SUPPORT

Provide support to the Dean and Associate Dean in college curriculum matters, including the following:  Analyze course schedules for accuracy, time block compliance, course history, and curriculum costs

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.  

Under the general supervision of the Dean of the College of Science, the Administrative Analyst provides administrative and technical support and oversight for the day-to-day administrative operations of the College. The position provides lead work direction, coordination, training, and procedural guidance to Administrative Support Coordinators and other college staff. The Analyst establishes clear processes and expectations, supports consistent and timely implementation of college and university procedures, and promotes effective communication and collaboration across departments and administrative units.

The position requires sound judgment, discretion, strong interpersonal skills, and the ability to manage competing priorities, respond constructively to differing perspectives, and maintain professional, respectful working relationships in a complex, fast-paced environment.

The position handles sensitive and confidential information involving personnel actions, employee relations, budgets, salaries, hiring, student matters, and other college operations. The Administrative Analyst must exercise sound judgment and discretion, protect confidential information, and share information only with individuals who have a legitimate business or institutional need to know.

1. Provide lead work direction to others, including training, guidance, and oversight to college staff and students as needed.
2. Perform other job-related duties and special projects as assigned.

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.

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.

A master’s degree in administration, finance, accounting, or a related field; experience with the California State University system or similar institutions; and fluency with Oracle/PeopleSoft, the CSU Common Management System or an equivalent system, and Google mail and calendaring programs.

Demonstrated ability to guide and coach employees with varied experience and perspectives; communicate expectations and corrective guidance tactfully; support accountability and agreed-upon timelines; facilitate meetings; build consensus; and resolve routine conflicts or escalate concerns appropriately.

Ability to adapt to feedback, maintain constructive working relationships, and exercise sound judgment, composure, and discretion when managing competing demands or sensitive information.

Demonstrated ability to protect confidential personnel, budgetary, student, and organizational information; share sensitive information accurately and through appropriate channels; maintain professional boundaries; and determine when to document, discuss privately, refer, or escalate a concern.

Proficiency in Excel, including pivot tables and charts, linking worksheets, and formulas; preparing PowerPoint presentations with statistical information; and planning and executing events. Ability to provide exceptional customer service.

Demonstrated experience in budget development and management, funding proposals, data analysis, curriculum support, and preparing reports and electronic presentations. Ability to evaluate data, draw valid conclusions, and recommend solutions to complex problems.

Ability to coordinate others’ work, train colleagues, support consistent procedures, and address routine workflow or interpersonal issues constructively.

Excellent written and oral communication skills, particularly for intra- and inter-college communications.

To receive full consideration, applicants must complete and submit the required online application by the priority screening date listed on the Careers at CSUMB website. Applications received after this date may be reviewed at the University’s discretion. All submitted materials become the property of CSUMB and will not be returned.

Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose by contacting Human Resources at (831) 582-3389 orhumanresources@csumb.edu

All employees must be eligible for employment in the U.S.

Education Code 89521 Requirements: Applicants will be required to disclose whether they have received a final administrative decision or final judicial decision determining that they have committed sexual harassment within the last 7 years only after a determination is made that they meet the minimum qualifications for the position, and before an offer of employment is extended. Applicants who reach the final stages of the application process must also sign a release form that authorizes the release of information by the applicant’s current and/or former employers to the CSU concerning any substantiated allegations of misconduct.

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/.

Education Opportunity Act (HEOA), the Cal State University, Monterey Bay Annual Security and Fire Safety Report is available at: https://csumb.edu/clery

Please view the California State University Notice of Non-Discrimination on the Basis of Gender or Sex and Contact Information for Title IX at: https://www2.calstate.edu/titleix

Resources and contact information for the CSU Monterey Bay Title IX can be found at: Title IX | California State University Monterey Bay

CSUMB is a smoke and tobacco-free campus.

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.

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