Job Summary:

Under the general direction of the Director of New Student Orientation & Family Programs, the Administrative Analyst/Specialist (AA/S) provides day to day administrative support to all program areas within the Office. The incumbent applies varied or specialized analytical and administrative expertise to support strategic planning, fiscal management, and the effective implementation of program goals. This position plays a key role in ensuring operational efficiency, fiscal accountability, and compliance with CSU and campus financial policies.

Duties and Responsibilities:

• Serve as the lead fiscal analyst and program administrator for New Student Orientation and Family Programs, leveraging analytical and technical expertise to drive strategic financial planning and align resources with program goals.
• Independently prepare, evaluate, and manage annual and mid-year budgets for operations and personnel, including analysis of expenditures, obligated funds, and year-end projections across state, auxiliary, student fee, philanthropic, and grant sources.
• Oversee and reconcile multiple funding streams to ensure fiscal accountability and compliance with CSU, campus, and divisional policies; conduct complex financial reviews and develop detailed reports such as cost-per-program and per-student analyses.
• Partner with Financial Services, Procurement, and Accounting to manage requisitions, track purchase orders, process reimbursements, and administer program costs and fees.
• Exercise independent judgment in identifying fiscal issues, performing data analysis, and recommending solutions to the Director.
• Maintain the Director’s fiscal planning calendar and facilitate weekly budget review meetings to guide long-term financial strategies.
• Serve as the department’s personnel and payroll specialist, overseeing recruitment tracking, temporary staffing, and new employee onboarding.
• Audit and reconcile Compensated Time Off (CTO), absence management, and timekeeping records for all staff, emergency hires, and student assistants.
• Ensure timely and accurate payroll submissions in coordination with the Division Director of Operations and Fiscal Management and the Division Budget Analyst/Payroll Lead; maintain payroll trackers and timesheets for hourly and consultant staff.
• Monitor Federal Work Study (FWS) allocations to ensure appropriate fund distribution throughout the academic year.
• Track and reconcile employee leave balances (vacation, sick, holiday, CTO) to support payroll accuracy and compliance.
• Provide high-level administrative and analytical support to the Director, managing office operations, communications, and program logistics.
• Lead project execution for initiatives such as campaign materials for prospective/admitted students and serve as primary point of contact for stakeholders.
• Liaise with campus IT on inventory, hardware/software support, CIA clearance, and ticket resolution.
• Coordinate professional development activities, team meetings, and retreats, including agendas and meeting minutes.
• Manage procurement card activity, supply/equipment orders, and vendor relations.
• Supervise student assistants and admin staff; support onboarding and office setup for new hires.
• Collaborate with Strategic Enrollment Management and Marketing staff, serving as a resource on policies and procedures.
• Other classification related duties as assigned.

Minimum Qualifications: Required Education and Experience

• Bachelor's degree and/ or the 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, PLUS two years of related experience.

Required Qualifications

• Working knowledge of and ability to apply standard theories, principles, practices, and techniques applicable to the program and/or administrative specialty to develop conclusions and make recommendations.
• Thorough knowledge of policies, procedures, and outside regulations pertaining to the applicable program and/or administrative specialty.
• Working knowledge of operational and fiscal analysis and techniques.
• Ability to take initiative and independently plan, organize, coordinate, and perform work in various situations where numerous and diverse demands are involved.
• Skill in the research, development and evaluation of policies and programs, including skill in the collection, evaluation, and interpretation of data to develop sound conclusions and make appropriate recommendations.
• Expertise in investigating and analyzing problems with a broad administrative impact and implications. Ability to anticipate problems and address them proactively.
• Demonstrated ability to effectively interpret, organize, and present information and ideas in written or presentation form.
• Ability to train others on new skills and procedures and provide lead work direction.

Preferred Qualifications

• General knowledge and skills in the applicable administrative and /or program field with a foundational knowledge of public administration principles.
• Working knowledge of budget policies and procedures.
• Two or more years of experience working in an office within an institution of higher education with budget analysis, administrative functions and program specific knowledge of administrative cost allowances.
• Knowledge of program and policy research, analysis, development, evaluation, and/or operational and fiscal analysis related to an administrative specialty.
• Ability to apply a theoretical knowledge base to develop recommendations and conclusions.
• Ability to work collaboratively and communicate effectively in a team environment.
• Ability to learn and work in a fast-paced environment.
• Experience with budget policy and practice, particularly in an office within higher education.

Compensation and Benefits:

Anticipated Hiring Range: $4,598 per month

Classification Salary Range: $4,598 - $8,318 per month

The salary offered will take into account internal equity and experience among other factors.

The CSU system provides a comprehensive benefit package that includes medical, dental and vision plans, membership in the California Public Employees Retirement System (CalPERS), sick and vacation time, and 15 paid holidays a year. Eligible employees are also able to participate in the fee waiver education program. A summary of benefit information can be found here.

Position Information:

Work status: Full-time/Exempt/Probationary

Academic year schedule: Monday through Friday (8:00 am – 5:00 pm), some evenings/weekends.

Summer schedule: Monday through Thursday (7:00 am - 5:30 pm), some evenings/weekends.       

This position is a "designated position" in the California State University's Conflict of Interest Code. The scope of responsibilities for this position includes making or participating in decisions that may have a material financial benefit to the incumbent. Therefore, the individual holding this position is required to file an initial Conflict of Interest: Statement of Economic Interests ("Form 700") within thirty (30 days) from the date of hire and on an annual basis. In addition, the individual holding this position must complete the required conflict of interest training within thirty (30) days of their appointment and at least once during each consecutive period of two calendar years following the appointment, subject to the Fair Political Practices Commission regulations.

The application deadline is September 10, 2025 at 11:55 pm (PST)

As of January 1, 2022, the CSU Out-of-State Employment Policy prohibits the hiring of employees to perform CSU-related work outside the state of California.

California State University, San Bernardino is not a sponsoring agency for staff or management positions (i.e. H1-B Visas).

Conditions of Employment

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.

Drivers License Check

Possession of a valid Driver's License is required.  Employees in this position will be enrolled in the Department of Motor Vehicles (DMV) Government Employer Pull Notice Program which confirms possession of a valid driver's license and reflects driving record.

Mandated Reporter

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 as a condition of employment.

I-9

CSUSB hires only individuals lawfully authorized to work in the United States. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.  See Form I-9 Acceptable Documents at https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents.

Statement of Commitment to Diversity

In our commitment to the furthering of knowledge and fulfilling our educational mission, California State University, San Bernardino seeks a campus climate that welcomes, celebrates, and promotes respect for the entire variety of human experience. We welcome people from all backgrounds, and we seek to include knowledge and values from many cultures in the curriculum and extra-curricular life of the campus community. We will create, promote, and maintain activities and programs that further our understanding of individual and group diversity. We will also develop and communicate policies and promote values that discourage intolerance and discrimination.

California State University, San Bernardino is proud to be an Affirmative Action/Equal Opportunity Employer. We recruit, hire, train, and administer all personnel actions without regard to race, ethnicity, religion, color, caste, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, socioeconomic status, genetic information, medical condition, disability, marital status, protected military or veteran status, or any other status protected by applicable law. This position adheres to CSU policies against Sex Discrimination, Sexual Harassment, and Sexual Violence, including Domestic Violence, Dating Violence, and Stalking. This requires completion of Sexual Violence Prevention Training within 6 months of assuming employment and on a two-year basis thereafter. (Executive Order 1096) For more information about Diversity & Inclusion at CSUSB, please visit https://www.csusb.edu/human-resources/diversity-inclusion

Closing Statement:

Reasonable Accommodation

We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact CSUSB Benefits at benefits@csusb.edu 

Smoking

CSUSB is a smoke and tobacco-free campus.  See policy at  https://calstate.policystat.com/policy/6591951/latest/.

Clery Act

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, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), the Cal State San Bernardino Annual Security and Fire Safety Report is available at: https://www.csusb.edu/clery-act