Division of Academic Affairs
Administrative Analyst/Specialist - Non-Exempt
RESPONSIBILITIES & DUTIES:
Program Budget/Financials
Provides departmental administrative and technical support for resource management in the School of Arts & Sciences. Assists in tracking and preparation of department budget estimates, projections, and monthly reconciliation. Tracks budget and expenditures across all funds within each assigned department. Interprets and applies university policies and procedures related to all financial information to ensure compliance with all regulations. Reconciles PCARD statement, collect and analyze budget requests from all departments. Analyze budgets with allocated Full-Time Equivalent Student (FTES) and Student Faculty Ratio (SFR). Reviews payroll reports for accuracy, including tracking faculty release time. Completes paperwork for adjustments to expenses and payroll with a Journal Entry Transaction (JET/RET), Payroll Entry Transaction (PET). Provides support for faculty awards, including but not limited to Material, Services, Facilities and Technology (MSFT) and Instructional Related Activity (IRA). Completes all forms electronically and submits them to accounting with the appropriate backup. Monitors and tracks the expenditures in PeopleSoft for accuracy. Makes recommendations to program Chair(s) concerning expenditures and management of program budget.
Program Support
Works with lead analyst to process all access forms and submissions for onboarding of new employees. Communicates with faculty to ensure funds are coded correctly and expended by corresponding deadlines. Processes all authorizations and provides in-depth analysis of all funds per department. Supports faculty engaged in instruction, advising, research and creative activities, assessment, program development, and grant-related projects. Handles interpersonal interactions at all levels of the university structure involving students, faculty, and staff. Writes and presents reports and records minutes in support of various committees. Processes a high volume of telephone calls and walk-in visitors and conducts business with a high degree of professionalism, discretion, and confidentiality. Hires, leads work direction, schedules, and evaluates effort of student workers. Administers a range of projects and provides support for the day-to-day administration of academic programs. Works independently on multiple projects as assigned and uses independent judgment to make decisions, interprets, and applies policies and procedures related to academic programs. Processes faculty travel paperwork and reimbursements, ensuring compliance with applicable regulations governing the University. Performs general office support activities for Chair(s) and faculty within program area(s). Coordinates program meetings. Processes and tracks the key access of student researchers, faculty, and staff.
Scheduling
Responsible and accountable for using information from program chairs and collaborating with program administrative support coordinators to create and maintain the class schedule using the PeopleSoft Student Module. Submits faculty reassigned time for Dean’s approval using appropriate APDB coding.
Miscellaneous Committee, task force, and groups at the Division and University (campus level) 5%:
May serve periodically, as requested by the Chair and/or Manager of Academic Resources.
Other Related Duties
As assigned by Chair and/or Manager of Academic Resources
REQUIRED QUALIFICATIONS:
General knowledge and skills in the applicable administrative program 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.
PREFERRED QUALIFICATIONS:
A minimum of six years in a progressively responsible administrative/clerical support capacity. Bachelor’s degree preferred; degree may be substituted for three years of experience.
Excellent communication skills with the ability to negotiate and establish priorities to achieve results and expedite projects for assigned academic programs. Experience working independently with ability to interpret and use policies and procedures to resolve issues that may be sensitive or confidential. Ability to respond to and professionally handle a high volume of walk-in, telephone, and email inquiries daily. Excellent computer skills involving software applications including, but not limited to Microsoft Office Suite and familiarity with utilizing the internet to research and obtain information supporting assigned projects. Experience with multi-fund budgeting and projection analysis, tracking expenditures, and maintaining accurate information concerning account balances within program areas using Pivot Tables or similar. Experience using interactive database systems such as PeopleSoft highly desirable.
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.
This position may be "Designated" under California State University's Conflict of Interest Code. This would require the filing of a Statement of Economic Interest on an annual basis and the completion of training within 6 months of assuming office and every 2 years thereafter.
Please note: California State University, Channel Islands (CSUCI) is not currently sponsoring staff or management positions for H-1B employment visas. Applicants must be authorized to work for any employer in the United States.
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.
Hiring Salary: $4,799 per month
