Classification: Confidential Administrative Support I or II
Department Name: University Personnel
Job Number: MB2018-PD2396
Under the general supervision of the Associate Vice President for University Personnel (AVP), the Administrative Analyst organizes and performs a variety of administrative and technical duties that support campus and departmental priorities, goals and initiatives. The incumbent administers assigned programs and assists the AVP with budget/financial planning and management. The incumbent will also provide support in the grievance processing and compliance reporting and training. In this capacity, the incumbent will prepare and distribute compliance training reports, make in-depth analytical studies and in instances where appropriate, make recommendations for changes in policy or procedures. Additional duties will include developing communications, questionnaires or other complex documents as assigned. Note: Due to the nature of operations and work-flow in the University Personnel office, incumbent will be responsible for preparing complex reports and handling problems of a highly confidential and sensitive nature.
ESSENTIALDUTIESANDRESPONSIBILITIES include, but are not limited to, the following:
Assists the AVP in the development of the annual budget, prepares expense projections and makes strategic financial recommendations based on campus and departmental priorities. Reviews and reconciles financial, payroll and budget reports. Oversees purchase orders, payment requests, travel, and personnel forms. Projects and monitors department financial expenses and ensures expenditures comply with University policies and procedures.
Provides confidential administrative support to the AVP and completes assigned projects, including service awards, BIT administrative support, and campus initiatives. Reviews and organizes correspondence and routes to AVP in order of priority; identifies items needing immediate action to AVP’s attention; takes note of response dates, and places information on office tracking calendar; provides appropriate follow-up to ensure deadlines are met. Reviews the Master Calendar for upcoming deadlines and ensures information in the calendar and website is up-to-date. Prepares a variety of communication materials, including charts, brochures, newsletter and PowerPoint presentations. Develops and analyzes ad hoc management reports.
Coordinates, prepares and maintains faculty and staff visa applications and files. Collaborates with faculty, staff and other third parties as needed in the preparation of immigration materials. Provides recommendation to AVP to streamline processes. Performs other related duties as requested.
Preparation and maintenance of files pertaining to grievances. Manages the CSU grievance database. Provides support to AVP and the Associate Director for ELR, Compliance and Leaves programs in the management of the grievance process and hearings. Provides recommendation(s) to AVP to streamline processes. Performs other related duties as requested.
Responsible for the development and implementation of the AA Plan and program, including the statistical analyses required in preparation of the AA Plan. In coordination with the Associate Director for ELR, Compliance and Leaves programs, develops and coordinates campus-wide EEO, AA, ADA/FEHA and employment diversity initiatives and training programs. Ensures consistency with CSU/CSUMB policies, and federal and state laws and regulations pertaining to non-discrimination and affirmative action.
Coordinates the Conflict of Interest Program for Statement of Economic Interest (Form 700). Ensures completion of Veteran’s Disability, IPEDS and other employment compliance related reporting. Accurately processes and/or oversees processing of EEO, ADA, AAP and CA FEHA data, generating documentation regarding these transactions and status changes, and providing reports for audit purpose.
Plans, organizes and presents bi-monthly New Employee Orientation for new CSUMB staff and management employees. Coordinates speakers, location, and refreshments. Collaborates with Administrative Systems Management in creating and maintaining an online dashboard of frequently requested faculty and staff statistics.
Responsible for maintenance of the University Personnel website. Coordinates and prepares quarterly University Personnel newsletter.
Serves as Lead to UP Office Coordinator.
Represents UP on CSUMB committees, work groups, and task forces as assigned.
Performs other job-related duties and special projects as assigned.
Basic foundation of knowledge of the principles of organization, administration and management; and the ability to analyze and find solutions to problems, work independently, communicate effectively, and write clear and concise reports. Equivalent to a bachelor’s degree from an accredited college/university AND three years of progressively responsible administrative support experience as an administrative assistant, an executive administrative assistant, or a staff administrative assistant; OR a combination of education and experience which demonstrates the prospective applicant has acquired the knowledge and abilities listed above. Additional qualifying experience may be substituted for the education on a year-for-year basis.
Special Conditions of Employment:
SPECIALCONDITIONS OF EMPLOYMENTANDPOSITIONDESIGNATIONS:
All offers of employment are contingent upon the successful completion of a background check (including a criminal records check).
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.
This position will have a duty to report to the Campus Title IX Officer information pertaining to victims of sex discrimination, sexual harassment, sexual misconduct, dating/domestic violence, and stalking as required by CSU Executive Order 1095.
This position is required to comply with confidentiality requirements outlined in the Department of Education’s Family Educational Rights and Privacy and California’s Educational Code Chapter 13 regarding sensitive student issues.
This position has been designated as a sensitive position with:
access to, or control over, cash, checks, credit cards, and/or credit card account information
The physical demands described are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Position may be required to frequently sit, move, and stand for standard office functions. Requirements may include the need to sit or work at a computer terminal for long periods of time on projects. Ability to move objects and materials of approximately 10-50 pounds. May be required to travel across campus to other offices or buildings on and off the main campus. Ability to use office equipment, telephone, calculator, personal computer, fax, copier, and scanner.
Compensation and Benefits:
Anticipated hiring salary in the low to mid $4,000’s/month. For salary range info see: CSU Salary Schedule. CSUMB offers an attractive employee benefits package, CSU Benefits C99. The University Corporation at CSU Monterey Bay also provides access to affordable campus housing, Employee Housing.
How to Apply:
Week of 2/12/18 – Interviews
For full consideration, submit the required documents by 5:00 p.m. on the priority screen date listed above. For assistance or if you require an accommodation, please call (831) 582-3389. For computer/online access you may visit the Tanimura and Antle Family Memorial Library (map).
CSU Monterey Bay is an Affirmative Action/Equal Opportunity Employer. We consider qualified applicants for employment without regard to: Age, Disability, Race or Ethnicity, Gender, Gender Identity or Expression, Nationality, Religion, Sexual Orientation, Genetic Information, Veteran or Military Status. All employees must be eligible for employment in the U.S.