Division of Academic Affairs
Administrative Analyst/Specialist - Exempt I
*** Temporary 1 year appointment that may be renewed annually through September 30, 2027 ***
This is a grant-supported position subject to annual renewal of grant funds. No permanent appointment will be reached from this position.
RESPONSIBILITIES & DUTIES:
Responsible for day-to-day project administration with some discretion for advising and coordinating with individuals at all levels within the organization on fiscal and administrative operations. Ensures compliance with applicable campus and federal regulations or requirements governing the program. Independently contributes to the completion of broader and more complex project goals and objectives. Provides lead work direction and delegates assignments to student assistants and occasionally to professional staff and serves as a liaison between the Project Director and Project staff and other departments proactively anticipating and addressing complex problems and issues. Assignments require independent performance and accountability for own work results, often managing sensitive information and situations. Engages in ongoing professional development with the goal of enhancing existing procedures and systems for operations and fiscal management.
Coordinates the implementation of multiple project deliverables to ensure timely development and implementation of programmatic activities. Serves as expert on operational procedures; analyzes operational processes and recommends efficient methods for ongoing continuous improvement to meet operational goals. Regularly participates and contributes to planning and development of SOAR at CI activities. Meets with Project staff to review programmatic goals and implementation timelines to assess impact on Project expenditures. Evaluates the operational impact of proposed revisions to implementation plans to develop budget recommendations for achieving project goals. Plans and develops operational procedures and convenes team meetings with Project staff to ensure understanding and compliance with sponsor and campus regulations.
Systematically and strategically develops institutional capacity for efficient project management and effective fiscal administration of the Title V grant. Serves as the budget lead and prime contact for fiscal administration. Prepares Project-related subaward agreements and oversees compliance, also serves as a liaison on contracts with outside and internal consultants. Participates in campus fiscal trainings and may also use expertise to lead department-level trainings on HSI post-award management and compliance. Meets regularly with staff from other projects to share operations, project management, compliance, and fiscal administration expertise. Coordinates budgetary operations to ensure proper grant/contract administration and compliance with CSU and sponsor policies using appreciable judgment and discretion to determine allowable and unallowable expenses, authorizes expenditures in accordance with approved budget, and maintains delegated signature authority for management of day-to-day operations. Meets regularly with staff from other projects and post-award office to review monthly expenditure reconciliations. Prepares and provides financial reports and budget updates to Project Director, provides budgetary analysis and projections.
Develops and maintains systems for department level documentation for audit purposes. Develops and implements systems for Project data collection and for performance reporting. Responsible for preparing operational and budgetary reports and assists with summative reporting. Serves on all relevant university and community committees as assigned.
Performs other related duties as assigned.
REQUIREMENTS OF POSITION:
Bachelor’s degree required and a minimum of three years combined administrative experience working in a higher education setting with a working knowledge of grant project coordination, basic project budget management, and evaluation experience (data collection and analysis).
Must have excellent organizational skills and the ability to independently handle multiple tasks while meeting tight deadlines. Knowledge of generally accepted accounting principles, financial reporting, record keeping, pre- and postaward grants and contract analysis. Excellent skills in budgeting and using spreadsheets; online research techniques and mathematics; analytical ability, sound judgment and reasoning, and policy interpretation. Excellent verbal and written communication skills (including formal presentations). Ability to work independently, cooperatively, and efficiently. Ability to cultivate a thorough knowledge of CSU policies and procedures, as well as pertinent laws regulating Title III/V federal grants including EDGAR, OMB Uniform Guidance, and OMB circular A-21. Ability to apply expertise to resolve complex issues and interpret and evaluate results to develop sound conclusions and recommend new or revised procedures. Ability to understand problems from a broad, interactive perspective and to
conceive of and develop strategic solutions. Ability to work with representatives from public and private entities and handle potentially sensitive situations. Ability to develop and maintain cooperative working relationships campuswide with students, staff, faculty, administrators and with multiple educational partners. Demonstrated consultative skills in working with internal and external constituent groups and experience working both independently and as a team member. Ability to start and see a project through to completion within timelines and deadlines; and prioritize and implement a variety of complex tasks with accuracy. Expertise in operations, systems, and budget analysis.
Experience with project evaluation data collection and reporting. Must have advanced Microsoft Office Suite skills (including Word, Excel, Outlook, PowerPoint, and Publisher), and experience with or capacity to use financial systems such as PeopleSoft Finance.
A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with the CSU. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current CSU employees who apply for the 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 Revised July 21, 2017 as a condition of employment.
Hiring Salary: $4,170 per month
