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Administrative Analyst/Specialist

2 months ago

Bakersfield, United States California State University Full time
Job No. 541224 Administrative Analyst/Specialist (Non-Exempt)

Job no: 541224
Work type: Staff
Location: Bakersfield
Categories: Unit 9 - CSUEU - Technical Support Services, Administrative, Probationary, Full Time, On-site (work in-person at business location)

CLASSIFICATION TITLE: Administrative Analyst/Specialist (Non-Exempt)

CANDIDATES ELIGIBLE TO APPLY: THIS RECRUITMENT IS AVAILABLE TO CURRENT ON-CAMPUS EMPLOYEES ONLY.

UNION CODE: R09

FT/PT: Full-time

PAY PLAN: 12-month

WORKPLACE TYPE: On-site (work in-person at business location)

ANTICIPATED HIRING RANGE: $4,000 - $5,250

  • However, offer amount will be commensurate with candidate's experience, education, skills, and training.
CSU CLASSIFICATION SALARY RANGE: $3,694 - $7,131

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.

SPECIAL INSTRUCTIONS TO APPLICANT: N/A

POSITION PURPOSE:

Academic Affairs supports the University strategic goals through our focus on being student centered, faculty and staff-focused, and community minded. Faculty Affairs is a unit within the division of Academic Affairs and is the central location for all faculty-related programs, policies, and procedures while also serving and providing the human resource needs of the university academic personnel.

Under the general supervision of the Provost and Vice President for Academic affairs, the Administrative Analyst/Specialist (Non-Exempt) is responsible for confidential support to the Provost on various academic and administrative issues as well as managing multiple work priorities such as serving as support on various committees and handling front office duties. While supporting the Provost takes up most of this position's responsibilities, it also supplies support to the AVP of Faculty Affairs and other office staff.

DUTIES & RESPONSIBILITIES:

  1. Administrative Support for the Provost and Vice President for Academic Affairs
    1. Provide administrative support to the Provost and Vice President for Academic Affairs.
    2. Attend regular meetings with the Provost to receive updates and tasks.
    3. Coordinate, organize and attend regular committee meetings as assigned by the Provost to provide staff support or attend on behalf of the Provost.
    4. Provide coverage for the Assistant to the Provost when away from the office or when additional support is needed.
    5. Schedule meetings at the Provost's request with other Administrator's or direct reports either working directly with them or with their support staff while using multiple programs to assist in this process.
    6. Problem solve and recommend solutions to the Provost.
    7. Provide staff support for Management and Dean searches.
    8. Screen telephone calls/emails for the Provost.
    9. Work closely with the Provost on special projects.
    10. Draft documents on the Provost's behalf to be dispersed campus wide.
      1. Announcements (new hires, retirements, etc.)
      2. Letters of Support/Nomination Letters
      3. Letter of Agreement
      4. Reference Letters
      5. Other items as requested
    11. Organize conference details for the Provost and his direct reports.
    12. Maintain the Provost personal business equipment (order new parts/equipment, call for repairs, etc.).
    13. Other special projects as assigned.
  2. Office of the Provost Support
    1. Greet and assist visitors to the office in a professional and courteous manner.
    2. Direct calls, mail, and email to the Provost's Office to the appropriate person to respond.
    3. Respond to requests from students, faculty, staff, administrators and public.
    4. Track documents sent to the Provost for signature, providing any necessary back up information (or research on request) as directed by the Budget Analyst; responsible for maintaining the office document log.
    5. Responsible for ensuring workflows for all documents needing Provost signature.
    6. Maintain budgetary spreadsheets and filing to support Budget Analyst.
    7. Maintain office machines and supplies.
    8. Primarily responsible for facilities maintenance (submit work order & follow up with facilities) and necessities for the office.
    9. Provide support to AVP/Faculty Affairs and other staff members in the Provost Office when needed.
    10. Assist with Office of the Provost Office led events as needed.
  3. Academic Affairs Administrator Search Committee Support
    1. Negotiate and maneuver schedules to arrange committee meetings and provide zoom links, agenda, or any other additional information as necessary.
    2. Responsible for effectively collaborating with a multitude of campus/off-campus entities to post job description and provide any further updates.
    3. Solely accept applications from nationwide candidates; keep and organize submissions for the committee members to review (except for when we work with consultants and in which case I work closely with the consultants).
    4. Coordinate and arrange telephone interviews, video interviews and on campus interviews. Assist candidates with any housekeeping questions and prepare their expense reports as needed.
    5. Organize and schedule the all-day "campus visits" for the finalists.
    6. Draft notifications to all applicants during the process.
  4. Committee Meetings Support
    1. Arrange committee meetings by negotiating and maneuvering schedules and then providing meeting invitations and Zoom links.
    2. Arrange for video recording, PowerPoints or share desktop as needed during meeting.
    3. Provide for Breakout rooms where applicable (zoom).
    4. Take notes for the committee in as much detail as has been requested and distribute transcribed notes in a timely manner.
    5. Provide agenda items for the following meeting.
    6. Complete/submit any paperwork on behalf of the search committee.
    7. Work with IT to create webpages and other duties as assigned.
    8. Example of groups currently providing regular support for:
      1. AVP's
      1. Export Control
      2. Faculty Advisory Committee for Research, Scholarship and Creative Activity
      3. Multiple MPP Searches

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.

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.
  • 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.
  • Demonstrated ability to establish and maintain effective working relationships within and outside the work group and serve as a liaison for the organizational unit.
  • Ability to apply independent judgment, discretion, and initiative in performing job duties under general supervision.
  • Must be able to clearly explain a wide variety of complex procedures and policies and to interact well with students, faculty, staff, administrators, and the public.
  • Ability to work cooperatively with others and represent the Academic Affairs Office in a professional manner.
  • Must be flexible and possess the ability to effectively and independently handle a continuous heavy workload and multiple projects simultaneously.
  • 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.
  • 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.
PREFERRED QUALIFICATIONS:
  • Experience in higher education working in a confidential, top level administrative office.
  • 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.

EEO STATEMENT: California State University, Bakersfield is committed to Equal Employment Opportunity. Applicants will be considered without regard to gender, race, age, color, religion, national origin, sexual orientation, genetic information, marital status, disability or covered veteran status.

Advertised: Jul 14 2024 Pacific Daylight Time
Applications close: Jul 29 2024 Pacific Daylight Time