Office of the President/Enrollment Management

Administrative Analyst/Specialist - Non-Exempt

RESPONSIBILITIES & DUTIES: 

Reporting: Independently prepares reports, analyses, and assigned projects for Enrollment Management (EM). Assists in the design, implementation, and training of budget-related reporting and forms. Assists in preparation of decision-making materials for the Associate Vice President Enrollment Management (AVPEM). Develops and maintains EM’s annual planning calendar in conjunction with the institutional calendar. Prepares management reports and analyses in various formats including narrative writing and graphics for various presentations. Prepares grant-specific financial reports per required intervals for invoicing and drawdown requests.

Budget: Independently researches and analyzes key financial functions within EM as directed by the AVPEM; reviews financial plans, budget proposals, proforma, and other financial material for viability, thoroughness, and accuracy as directed. Performs technical budget analysis functions required to allocate and manage EM’s various budgets, grants and funds. Analyzes reports for propriety of revenue and expenses, trends, and projections and presents findings to the AVPEM. Evaluates and recommends changes in EM’s financial planning, fiscal operations, procedures, and practices. Assists with assessing, formulating, and evaluating the impact of recommended or implemented fiscal practices and is a key contributor in EM’s planning and development activities. Troubleshoots complex budget issues, conferring with relevant staff as needed. Analyzes and resolves area budget discrepancies and variances. Assists the AVPEM in providing direction and leadership to EM staff with respect to budgetary matters. Fills in at various committees, taskforce, and working groups that require administrative or fiscal expertise to represent EM on financial matters. Supports all aspects of EM in the budget process, providing guidance, as requested by the AVPEM on budget management across all funds. Connects decision makers with data in support of their leadership role.

Administrative Support: Independently prepares and processes budget transfers, journal entries, payroll expenditure adjustments, and procurement submissions, which will include supporting documentation and tracking for all units within EM. Assists the AVPEM in the preparation and submission of personnel forms/documentation and annual budget requests, including employee/student requisitions, position management paperwork, management of contracts/licenses, requests for goods and services, payroll, and budget documents. Coordinates with personnel, payroll, budget, and finance areas on form and process requests. Maintains organization charts and other EM centralized databases, such as memberships, procurement cards/travel related cards, and hardware and software inventories. Attends meetings, and at times presents as a subject matter expert at the request of the AVPEM. Works closely with relevant staff and administrators in the Office of the President, University Advancement, and Business and Financial Affairs to ensure best practices and financial controls are in place.

Exercises discretion and diplomacy in working with colleagues and independently responding to requests from members of the campus community and its external partners. Forwards situations and issues presented by staff, faculty and external constituents to appropriate staff members for resolution. Assists the AVPEM in resolving difficult and sensitive inquiries, complaints, and requests for information and assistance related to budget. Performs other duties as assigned.

REQUIRED QUALIFICATIONS:

Education: Equivalent to a bachelor’s degree in finance, business administration, accounting, or a closely related field.

Experience: Requires general knowledge and skills in the applicable administrative 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.

Other Knowledge/Abilities: Strong budgetary, records management, analytic, and organizational skills. Must have experience with budget planning, analysis, implementation, and management. Knowledge of strategic planning and assessment. Excellent communication and interpersonal skills, with a history of effectively working both within a team and with others. Must be a highly motivated self-starter with the ability to work with minimal supervision. Excellent computer and analytical skills, including advanced proficiency with current word processing and spreadsheet software programs, web browsers, query tools, integrated financial systems, and other types of records management systems which includes thorough knowledge of English grammar, spelling, and punctuation, office methods, and proficiency in Microsoft Office especially Word, Excel, PowerPoint, and Outlook. Must have the ability to interpret and apply a variety of complex policies and procedures and use effective problem solving and good interpersonal skills. Ability to handle multiple tasks simultaneously and set priorities and meet deadlines. Ability to draft and prepare clear and accurate memoranda and correspondence and learn new office technology systems and software packages. Impeccable track record for ethics and integrity. Accuracy and attention to detail in all facets of the job is paramount.

PREFERRED QUALIFICATIONS:

Three years of progressively responsible analytical experience including two years performing work involving the preparation, justification, and analysis, or the control and administration of a complex budget or budgetary program with varied fund sources preferred. Experience working in an academic setting preferred. Experience with financial accounting programs such as PeopleSoft and Hyperion software preferred.

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.

Hiring Salary: $3,879 - $5,191 per month