Description:Salary and Benefits PLEASE NOTE: The starting salary placement depends on qualifications and experience and is anticipated to be in the range of $4,170.00 per month to $5,858.00 per month.
Cal State East Bay offers a broad range of benefits that includes medical, dental, vision, retirement (CalPERS), 401k, 457, 403(b), dependent and health care reimbursement accounts, life insurance, vacation and sick leave, 14 paid holidays, one personal holiday and tuition fee waiver.
For more information on the benefits program, please visit our benefits website. The CSU Total Compensation Calculator demonstrates the significance of our benefits package.
Classification Administrative Analyst/Specialist, Exempt I
About Cal State East Bay Cal State East Bay's beautiful main campus is located in the Hayward hills with panoramic views of the San Francisco Bay shoreline. Situated above the city of Hayward, the campus offers an ideal setting for teaching and learning and yet easy access to the many cities along the bay. The University has a satellite campus in Concord, a professional development center in Oakland and a significant presence online. Founded in 1957, Cal State East Bay is one of 23 universities of the California State University system (CSU). Cal State East Bay is recognized as a regionally engaged and globally oriented university with a strong commitment to academic innovation, student success, engaged and service learning, diversity, and sustainability.
About the Position (Revised) This position works closely with Education department Chairs to support the departments’ programs and students has three main functions including program support, student support, and coordination of support processes and resources within the CEAS Educational Hub.
It is the lead key staff contact and expert inside this complex organizational unit who also maintains diverse contacts across the university and outside agencies and entities. This position needs excellent communication and collaboration skills to engage all levels of University personnel.
Responsibilities Administrative Lead:
- Trains and leads several Administrative Support Coordinators in the daily operation of the office to optimize processes for three academic departments and credential admissions services which includes but is not limited to coordinating activities with other divisions and departments for training purposes, training and providing recommendations for clerical, technical, or administrative staff; reaching out to new employees or their managers to schedule training and responsible for the interpretation/application of the Dean’s directive.
- Serve as the staff support to interdepartmental committees and makes oral presentations, upon request.
- Develop and implement proper training programs for staff and Faculty to ensure compliance to University operational and spending policies and procedures. Provide support in the design, implementation, and installation of new and modified workflow, software, and web-based programs, systems, procedures, methods of operation, and forms in compliance with University and CTC policies.
- Assist in the development of strategic objectives and operational methods including reviewing and analyzing workflow patterns of administrative staff support services and assess for growth in enrollment, work volume, and work complexity; and assess for organizational changes for efficiency; proffer advice to the Associate Dean on the formulation of policy and procedures, and organizational changes; survey, research and perform statistical analysis to address administrative, fiscal, personnel, and/or operational problems; establish procedures to control multiple funds and expenditures; develops/implements procedures to minimize deviations from financial plans.
Workload/Schedules/Course Management:
- Populate faculty workload for three academic departments into the Master Workload sheet, ensuring accurate entries as assigned by the Chairs and in alignment with the Schedule.
- Review, as necessary, admissions and MOU work for three departments for credential applications with program coordinators and admission staff responsible for generating the MOUs to ensure MOUs are up to date and appropriate for the type of candidate being placed.
- Process special consultant payments and honorarium requests.
- Ensures that all workload, schedules, and course management policies and processes align with the University policy and College policy.
- Monitor the course schedule as entered into a shared Google database.
Fiscal, IT and Procurement:
- Leads and provides training/oversight to staff regarding purchases, travel/training, A2E2 funds expenditures, procurement and scholarship administration.
- Fiscal analysis and oversight of the day to day budget of three academic department which includes overseeing the maintenance, storage, and destruction of records; assisting in budget preparation and review/analysis of expenditures and requisitions for purchases and researching information; compiles and analyzes data in regards to purchasing equipment and ICT compliance.
- Maintains oversight of state-side trust fund budget tracking spreadsheets for three academic departments.
- Tracks and reconciles expenses and allocations to the correct funds.
- Investigates and resolves discrepancies.
- Works closely with department staff to verify purchases are following Department, College and University protocols.
- Works directly with the Budget Coordinator to ensure all expenses are reconciled, received, allocated and confirmed.
- Distributes scholarships via pioneer scholarships portal.
- Works directly with University advancement to ensure scholarships are distributed in a timely manner.
- Updates scholarships on department website.
- Works closely with the College Budget Analyst to review and reconcile claims and purchases.
- Work with vendors, university accounting and purchasing staff to resolve matters of concern and discrepancies.
- Reconciles P-Card monthly in accordance with university and department policies.
Minimum Qualifications - Requires general knowledge and skills in the applicable administrative and/or program field with a foundational knowledge of public administration principles, practices and methods.
- 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.
Required Qualifications - Strong research, math and computer skills.
- Work independently and make sound decisions and recommendations regarding accounting and budget activities.
- Excellent problem-solving and critical thinking abilities.
- Exceptional verbal and written communication skills.
- Ability to analyze and process data.
- Good understanding of financial principles and budgeting.
- Strong leadership abilities as this position will lead other employees, coordinate and review work assignments of employees performing the same general work as the lead on a day-to-day basis.
- Ability to train and provide instructions on work procedures.
- Strong interpersonal, professional, and customer service skills. Self-initiating.
- Strong accounting, bookkeeping and mathematical skills.
- Ability to provide information to staff, faculty, students, senior campus officials, outside agencies, and community members in a courteous manner with emphasis on professionalism and customer service.
- Ability to handle multiple deadlines and work under pressure in a professional manner.
- Highly organized and detail-oriented both in a physical and virtual environment.
- Strong time-management skills.
- Ability to prioritize and manage workload effectively and efficiently
- Strong computer skills with intermediate computer knowledge base and typing ability. (e.g., scanning, email, virtual environments, and file management in a virtual setting).
- Ability to handle confidential information with discretion and sensitivity
- Adept in the following programs: Microsoft Office Suite, Google Sheets, Power Point, Gmail/Outlook, Google calendars and various web browsers.
- Knowledge of the following programs: SharePoint, Oracle, Survey Monkey and Publisher
- Adept in the use of the following types of equipment: copy machines, scanners, fax machines, computer PC and MAC platforms, USB drives, multiple line phone systems.
- Ability to interpret and follow instruction and policy guidelines - understand and apply applicable rules, regulations, policies and procedures.
- Ability to perform mathematical calculations with speed and accuracy.
- Willingness to guide others and provide ongoing support as they make important decisions.
- Familiarity with college and university programs and resources as well as Human Resources/Payroll practices.
Preferred Skills and Knowledge - Knowledge of university-budget policies and procedures.
- Advanced skills in Excel and bookkeeping as well as Word and Google platforms.
- Experience with integrated financial systems, such as PeopleSoft, General Ledger, Accounts Payable and Asset management and queries.
- Experiences with or exposure to general ledger account reconciliations.
- Working knowledge of CSU policies and procedures, governmental accounting principles and practices.
Condition(s) of Employment Satisfactory completion of a background check (including LiveScan, as appropriate), that may include, but is not limited to: criminal records check, verification of academic credentials, licenses, certificates, credit history, professional references and/or verification of work history is required for employment. Cal State East Bay will issue a conditional offer of employment to the selected candidate, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Unsatisfactory results may also affect the continued employment of current Cal State East Bay employees who were conditionally offered the position.
All background checks are conducted through the university's third party vendor, Accurate. LiveScan is conducted through the University Police Department.
EEO Statement As an Equal Opportunity Employer, Cal State East Bay does not discriminate on the basis of any protected categories: age, ancestry, citizenship, color, disability, gender, immigration status, marital status, national origin, race, religion, sexual orientation, or veteran's status. The University is committed to the principles of diversity in employment and to creating a stimulating learning environment for its diverse student body.
Other Information All California State University campuses, including Cal State East Bay, are smoke and tobacco-free. For more information, please visit our website at http://www.csueastbay.edu/smokeandtobaccofree/
In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, the Cal State East Bay Annual Campus Security Report is available at: http://www.csueastbay.edu/upd/safety-and-security-reports.html
Sponsorship Cal State East Bay is not a sponsoring agency for Staff or Management positions and we are not an E-Verify employer.
Mandated Reporter The incumbent in this position may be considered a mandated reporter under the California Child Abuse and Neglect Reporting Act and will be required to comply with requirements set forth in the CSU Executive Order 1083 as a condition of employment.
Closing Date/Time: Open until filled
