Senior Administrative Analyst for the College of Business
(Administrative Analyst/Specialist – Exempt II)
Apply Today! Open until filled. The priority screening date is: October 6, 2017
Under the general supervision of the Dean of the College of Business (COB), the Senior Administrative Analyst serves as the primary contact for the College of Business and provides administrative and technical support and oversight of the planning, coordination and execution of a variety of administrative and operational activities for the College of Business. The analyst functions as an executive assistant for the Dean and is responsible for independently developing procedures and policies to streamline College of Business activities, office automation, quality management and student satisfaction. Responsibilities include new program planning and implementation, external accreditation coordination, budget development and analysis, preparation of reports and presentations, and coordination of College activities. For more information about the college, please visit: College of Business.
ESSENTIAL DUTIES AND RESPONSIBILITIES include, but are not limited to, the following:
Budget & Finance: Provides support to the Dean and Chairs in the preparation and allocation of the annual budget for operating expenses and salaries for the College of Business and new programs. Coordinates development of budget with Dean and Staff. Monitors and analyzes the College budgets, program budgets and multiple COB foundation and scholarship funds. Develops, forecasts, analyzes and prepares reports from budgetary data and financial information for all degree, certificate and overseas programs. Coordinates long term and short term budget planning.
Personnel Management and Workload Analysis: Oversees the staff, faculty and lecturer recruitment processes. Oversees all College of Business lecturer teaching contracts for entitlement accuracy and timely payment. Coordinates full-time faculty workload and contracts with the Department Offices. Ensures faculty members receive appropriate information and services. Provides lead work direction, training and guidance to College of Business staff; supervises student assistants; leads and coordinates the development of unit organizational work goals, objectives, responsibilities and accountability; determines the methods and procedures by which the clerical work is to be accomplished. Oversees faculty and staff workload analysis.
Policy Development & Implementation: Develops, recommends, implements and documents policies for the direction and oversight of the daily clerical and administrative operations of the College of Business. As a member of the Strategic Planning, Accreditation and Faculty Development (SPAFD) committee, Analyst influences longer term goals and key objectives of the COB. Troubleshoots office administrative problems and develops procedures related to issues frequently not covered by existing policies and procedures; responds to inquiries and requests, and coordinates work with individuals within and outside the university. Ensures the accurate dissemination of information and processes.
New Program Operations & Implementation: Under the direct supervision of the Dean, plans, documents, and implements the start-up and ongoing operations of new and existing certificate, degree and global programs. Coordinates projects for external initiatives and networks. Compiles and analyzes statistical data on faculty, students, the COB certificate, degree programs and curricula at the undergraduate and graduate program level.
Oversees Marketing and Event Management: Oversees and coordinates marketing efforts of the COB with marketing entities, both internal and external. Oversees the organization and coordination of College of Business meetings, events, and programs and assures smooth delivery in all locations and formats.
Oversees AACSB Accreditation: Supports coordination of the AACSB accreditation efforts with planning and programming, documentation, record keeping, etc. Provides support for faculty qualification efforts, Assurance of Learning/assessment planning and documentation, and other administrative duties related to accreditation.
Scheduling & Curriculum Oversight: Oversees development and implementation of the semester course schedules, and certificate and other degree program schedules at the undergraduate and graduate level. Leads and assists in resolving class scheduling issues including room assignments, times and other matters for all programs. Tracks enrollment numbers for all programs, undergraduate and graduate. Oversees responses to a broad range of faculty requests and problems.
Perform other job-related duties and special projects as assigned.
KNOWLEDGE, SKILLS, AND ABILITIES:
Thorough knowledge of policies, procedures, laws and regulations pertaining to the applicable program and/or administrative specialty. Demonstrated expertise in and advanced knowledge of the principles, problems, and methods of public and business administration and operational and fiscal management. 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.
Skills: Expertise in administrative survey techniques, operations and systems analysis, statistical and research methods. Demonstrated consultative skills in working with internal and external constituent groups. 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: understand problems from a broad, interactive perspective and discern applicable underlying principles to conceive of and develop strategic solutions; work with representatives from public and private entities and handle potentially sensitive situations; effectively present ideas and concepts in written or presentation format and use consultative and facilitation skills to gain consensus; interpret and evaluate results to develop sound conclusions and recommend new or revised policies; anticipate problems and address them proactively; train others on new skills and procedures and provide lead work direction; take initiative and independently plan, organize, coordinate, and perform work in various situations where numerous and diverse demands are involved; make independent decisions and exercise sound judgment; compile, write, and present reports; establish and maintain effective working relationships within and outside the work group and serve as liaison for the organizational unit.
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 REQUIRED:
Skill in: Excel (including pivot tables/charts, linking worksheets, and creating formulas), preparing PowerPoint presentations to include statistical information, providing exceptional customer service, and planning and executing events.
Demonstrated experience in budget analysis and evaluation, and with automated financial systems, complex spreadsheets, relational databases and data query tools. Knowledge of or the ability to quickly learn office, database and specialized certification software. Excellent verbal, written and interpersonal communication skills. Ability to plan, program and manage complex operations of varied certificate and degree programs.
Four years of administrative work. Experience in and familiarity with the California State University system or similar institution. Technical fluency with Oracle/PeopleSoft, CSU Common Management System or equivalent student / finance information systems; Microsoft Office Professional Suite, and Google's G Suite.
SPECIAL CONDITIONS OF EMPLOYMENT & POSITION DESIGNATIONS:
A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with CSUMB. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current employees who apply for this position.
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;
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.
Must possess and maintain a valid license to drive in the State of California, pass the Defensive Training Class, and be insurable under the University’s liability coverage.
This position may require occasional evenings and/or weekend work.
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.
Interview dates: Beginning October 16, 2017
Start date: Negotiable - late October / early November 2017
For full consideration, submit the required documents by 5:00 p.m. on the priority screen date listed above. For assistance or if you require an accommodation, please call (831) 582-3389. For computer/online access you may visit the Tanimura & Antle Family Memorial Library (map). Please check the links provided for the respective hours.
CSU Monterey Bay is an Affirmative Action/Equal Opportunity Employer. We consider qualified applicants for employment without regard to: Age, Disability, Race or Ethnicity, Gender, Gender Identity or Expression, Nationality, Religion, Sexual Orientation, Genetic Information, Veteran or Military Status.
Cal State Monterey Bay provides more than 7,000 students an extraordinary opportunity to learn on a residential campus just one mile from the shores of the beautiful Monterey Bay. Our diverse student body receives personal attention in small classes while pursing degrees in 23 undergraduate and eight graduate majors. Founded in 1995 on the former site of Fort Ord by educators and community leaders..., Cal State Monterey Bay faculty and staff build on that legacy as we explore innovative ways to meet the needs of a new generation of students while simultaneously powering the Monterey County economy. We serve students from the entire state of California, but 35 percent of our undergraduate students come from Monterey, San Benito and Santa Cruz counties. We pride ourselves on making higher education accessible to traditionally under-served and low-income populations. Seventy-two percent of our students receive some form of financial aid. Fifty-two percent of our students are among the first generation of their family to go to college. And with 52 percent of our students living on campus, we are one of the most residential universities in the CSU.