Description: CLASSIFICATION TITLE: Administrative Analyst/Specialist Non-Exempt
UNION CODE: R09
FT/PT: Full-time
PAY PLAN: 12-month
WORKPLACE TYPE: On-site (work in-person at business location)
ANTICIPATED HIRING RANGE: $3,518 - $4,601
- However, offer amount will be commensurate with candidate’s experience, education, skills, and training.
CSU CLASSIFICATION SALARY RANGE: $3,518 - $6,791
PAY BASIS: Monthly
BENEFITS: CSUB offers a best-in-class benefit package for eligible employees that includes an array of medical plans, choice of dental plans, vision coverage, retirement participation in CalPERS, CSU tuition waiver, up to 24 vacation days per year, sick leave with unlimited accrual, 14 paid holidays per year and more! See our benefits website for additional information.
CANDIDATES ELIGIBLE TO APPLY: Open to all qualified applicants
SPECIAL INSTRUCTIONS TO APPLICANT: FOR PRIORITY CONSIDERATION, applications must be received by March 2, 2023 ; however, the position will remain open until filled.
CSU requires faculty, staff, and students who are accessing campus facilities to be immunized against
COVID-19 or declare a medical or religious exemption from doing so. Any candidates advanced in a currently open search process should be prepared to comply with this requirement. The systemwide policy can be found at CSU Vaccination Policy [calstate.policystat.com] and questions may be sent to hr@campus.edu .
POSITION PURPOSE: Under the general supervision of the Associate Vice President of Enrollment Management, the incumbent performs moderately complex administrative and analytical work in support of the Enrollment Management Division office. Exercising judgement, discretion and initiative, the incumbent is responsible for managing multiple work priorities and performing a wide range of administrative functions in support of the AVP and Enrollment Management Division departments including, but not limited to; Interfacing with campus leaders, faculty, staff, students, and community members; coordinating meetings; gathering, distributing and maintaining correspondence from meetings; responding to telephone and email inquiries; organizing documents for AVP’s signature and delivery of documents to appropriate parties; organizing and assisting with special projects within the division; supervising the division office’s student assistants & Graduate Student Leaders; ordering office supplies; and performing other duties as assigned by the AVP for Enrollment Management. The division office of Enrollment Management serves as a resource to all departments within the division as well as others on campus.
DUTIES & RESPONSIBILITIES: Assistant to AVP of Enrollment Management Duties Manages the calendar of the AVP of Enrollment Management. Represents the AVP on key projects, meetings, and committees. Coordinates and organizes committee meetings chaired by the AVP of Enrollment Management. Independently schedules daily, weekly, monthly meetings and coordinates availabilities using Outlook calendars, Doodle polls, or other software. Takes, transcribes, and distributes meeting minutes on behalf of the AVP of Enrollment Management and division staff. Manages and coordinates independent and collaborative projects and events. Distributes information on behalf of the AVP of EM using professional discretion to appropriate parties. Prepares and distributes memos, letters, and other communication of behalf of the AVP of Enrollment Management. Coordinates and compiles division’s annual reporting data. Coordinates travel and prepares all required paperwork necessary for travel. Maintains high levels of confidential information and files.
Office of Enrollment Management Administrative Lead Manages sensitive information and independently determines the appropriate course of action. Serves as the primary contact for the division office & liaison between the division office and other divisions, departments, staff, faculty, and the community. Assists CSUB students, faculty, and/or staff with student questions, concerns, and/or elevated issues. Establishes policies and procedures for daily operations. Provides front-line contact and sensitively screens visitors, phone calls, and emails for the EM division office. Greets and assists students, faculty, staff, and community members. Performs and oversees all division office functions such as answering phones and conveying messages, screening and distributing mail, submitting work orders, etc. Processes and routes division forms. Maintains confidential department files and logs. Manages and oversees the division’s webpage and serves as the website’s content coordinator. Inventories and procures supplies, stationary, equipment, and materials for the division office as needed. Obtains quotes, requisition submission, ProCard reconciliation, etc. Coordinates with the division’s budget analyst. Ensures division staff has submitted monthly time into Peoplesoft. Uses discretion in communication with campus and division units. 25Live Event Scheduling.
Enrollment Management Leadership & Team Support Coordinates and organizes meetings on behalf of the division’s leaders & staff as requested. Provides administrative support for the division leaders, staff and departments as needed. Serves as the Search Coordinator and/or committee member for division searches as needed. Procures supplies, stationary, equipment, and materials for the division departments as needed. Trains, assists, and supports division staff with processes and procedures as requested.
Divisional Support for Reenrollment Efforts Provides divisional support for reenrollment efforts for stopped-out students. Oversees phone calling and communication campaigns to encourage students to reenroll. Provides lead direction to professional and student staff engaged in reenrollment efforts. Engages with students and directs them to appropriate student support services. Prepares data reports for the AVP for Enrollment Management to share with campus and Chancellor’s Office.
Enrollment Management Student Assistant Supervision Recruitments, interviews, hires, and onboards division office Student Assistants and Graduate Student Leaders. Prepares, completes, and submits new hire paperwork to Payroll. Prepares, completes, and submits Work Study forms to Financial Aid. Trains, develops, and supports students. Interprets immediate needs to ensure work assignments are carried out and completed. Creates weekly work schedules for students. Supervises students and delegates tasks and/or projects as needed. Timekeeping: reviews monthly timesheets and approves student time in Peoplesoft.
REQUIRED QUALIFICATIONS: EDUCATION & EXPERIENCE - Bachelor’s degree and/or equivalent training and two (2) years of recent administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs.
LICENSES - Possession of a valid driver’s license or the ability to obtain by date of hire.
SKILLS, KNOWLEDGE & ABILITIES (SKA’s) - - Regular and reliable attendance is required.
- Working knowledge of general practices, program, and/or administrative specialty.
- Basic knowledge of and ability to apply fundamental concepts.
- Working knowledge of budget policies and procedures.
- Ability to learn, interpret, and apply a wide variety of policies and procedures relating to and impacting the applicable program, organizational unit, and/or administrative specialty.
- Knowledge of basic methods and procedures for research and statistical analysis and the ability to apply them.
- Ability to analyze data and make accurate projections using business mathematics and basic statistical techniques.
- Ability to organize and plan work and projects including handling multiple priorities.
- Ability to make independent decisions and exercise sound judgment.
- Ability to compile, write, and present reports related to program or administrative specialty.
- Ability to coordinator moderate to complex administrative processes involving the use of judgement and discretion.
- Ability to understand problems from a broader perspective and anticipate the impact of office administration problems and solutions.
- Ability to lead students and motivate them to perform successfully.
- Demonstrated ability to establish and maintain effective working relationships within and outside the work group and serve as a liaison for the organizational unit.
- Demonstrated customer service experience requiring a very high level of diplomacy and professionalism.
- Ability to use tact and diplomacy to effectively handle a broad range of high level and sensitive interpersonal situations with diverse personalities, and to respond appropriately to conflicts and problems.
- Ability to initiate, establish, and foster communication and teamwork by maintaining a positive, cooperative, productive work atmosphere in the University with the ability to establish and maintain effective working relationships within a diverse population and with those from various cultural backgrounds.
- Excellent communication skills; ability to effectively communicate information in a clear and understandable manner, both verbally and in writing.
- Thorough knowledge of English grammar, spelling and punctuation.
- Ability to interpret, communicate and apply policies and procedures.
- Ability to maintain a high degree of confidentiality.
- Excellent organizational and time management skills with the ability to set own priorities to coordinate multiple assignments with fluctuating and time-sensitive deadlines.
- Excellent computer skills and competence with a variety of computer applications including word-processing, spreadsheets, databases, on-line systems, Internet as well as online calendaring and email.
- Working knowledge of or ability to quickly learn University infrastructure.
- Must be willing to travel and attend training programs off-site for occasional professional development.
- Must be able to work overtime, occasional holidays, and adjust working hours to meet special jobs. May be called back periodically to perform work as needed on an emergency basis.
PREFERRED QUALIFICATIONS: - Three (3) years of recent administrative work experience supporting an executive in an educational environment.
- Demonstrated skills in an institutional/educational environment possessing a customer-oriented and service-centered attitude.
PHYSICAL DEMANDS: LIGHT WORK - involves mainly sitting, up to 25% standing or walking; lifting medium weight objects limited to 25 pounds.
ENVIRONMENTAL FACTORS: N/A
SPECIAL CONDITIONS: SCREENING: Only those applicants possessing experience most directly related to the immediate needs of the office will be invited to appear before a Qualifications Appraisal Board for the purpose of appraising training, experience, and interest in the position
. CALIFORNIA STATE UNIVERSITY EMPLOYEES UNION: It shall be the policy of the CSU in filling vacant CSUEU bargaining Units 2, 5, 7 & 9 positions to fill such vacancies from among qualified individuals currently employed on-campus except when it is determined that it is necessary to appoint outside applicants to meet campus workforce diversity goals or to provide specialized skills and abilities that are not available from current employees.
BACKGROUND CHECK: Satisfactory completion of a background check (including a criminal records check) is required for employment. CSU will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was conditionally offered the position.
SENSITIVE POSITION: Sensitive positions are designated by the CSU as requiring heightened scrutiny of individuals holding the position, based on potential for harm to children, concerns for the safety and security of the people, animals, or property, or heightened risk of financial loss to the CSU or individuals in the university community.
MANDATED REPORTER: Not Mandated
GENERAL INFORMATION: It is the policy of California State University, Bakersfield to hire only United States citizens and aliens lawfully authorized to work in the United States. All new employees will be required to present documentation verifying their right to accept employment. You will also be requested to present a social security card at the time of initial appointment in compliance with state payroll regulations. State regulations require that every state employee sign the Oath of Allegiance prior to commencing the duties of his/her State employment, except legally employed non-citizens. These individuals are required to sign the Declaration of Permission to Work.
Closing Date/Time: Open until filled
