Administrative Analyst, College of Humanities, Arts, Behavioral

California State University - San Marcos, CA

Full-time | Temporary | Contract
The Administrative Analyst provides lead program administration in personnel hiring of staff, Unit 11 student employees and lecturers, faculty and teaching associate contract analysis and resource planning for the College of Humanities, Arts, Behavioral and Social Sciences (CHABSS). CHABSS is the largest single unit on campus, comprising of 22 academic programs and 8 labs. In conjunction with college budget manager and budget contract analyst, the incumbent develops comprehensive, high-level strategic planning scenarios to the Dean and Associate Deans on the unit’s overall operation with regards to personnel, resource and budget management.

The Administrative Analyst is also responsible for extensive and thorough knowledge of temporary faculty and staff-employee policies and procedures, and the policies and procedures for teaching associates and other Unit 11 student employees. The incumbent takes lead role working with the Provost’s Office (level 2) in developing college systems related to temporary Unit 3 faculty employees, teaching associates and Unit 11 student employees which include hiring and separation. The incumbent develops and makes recommendations for college-level policies and procedures and is assigned primary responsibility for working with college departments (level 4) to execute division-wide policies.

MAJOR RESPONSIBILITIES:
% of Time
1. Faculty Contract Analysis and Coordination 35%
2. Resource Management 35%
3. Internal Records Maintenance 30%

LIST OF TASKS FOR EACH MAJOR RESPONSIBILITY:
1. Faculty Contract Analysis and Coordination

a. Formulates, affects, interprets and implements college-wide approach in managing temporary faculty hiring and evaluation processes in coordination with department chairs.
b. Independently acquires and assesses current curriculum vitae from Departments in the sub-division for all recommended new temporary faculty hires, and determines appropriate salary placement on the applicable CSU salary schedules, in accordance with CHABBS policy and precedence, for recommendation to the Associate Dean.
c. Independently manages and initiates temporary faculty background checks.
d. Generates hiring information packets for inclusion in the final contract offer package to each employee. Ensures delivery of package to individual employees as contracts are approved in the Office of Academic Resources.
e. Provides contract and entitlement data to the appropriate officials as needed, ensuring accuracy and compliance within campus and department policy.
f. Ensures ESP process is completed for each New Employee, Change Employee Information, and Exiting Employee forms on the CSUSM-wide database.
g. Research and disseminate University policies and procedures on hiring and evaluation in compliance with requirements and standards as established by the Collective Bargaining Agreement (CBA), Human Resources, and CHABSS.

2. Resource Management
a. Oversees and coordinates changes in staff positions, including serving as primary liaison between CHABSS, Human Resources, and Payroll department.
b. Leads analysis for short- and long-range planning for changes in faculty and staff personnel, assists in planning appropriate staffing structure, and anticipating future needs.
c. Manages monthly absence reporting for college staff and student employees
d. Coordinate all staff recruitments including completing all internal document requirements to search and hire new staff. Ensure compliance with University policies and procedures on hiring and performance evaluation schedules.
e. Creates and maintains AY DC/PD assignments and changes; manages the DC/PD off-contract compensation
f. Researches, drafts, and implements new internal hiring policies, procedures and documentation for new positions to meet growing college needs, i.e.: graduate assistants, performance artists, arts and instruction employees, technical support personnel for the science and arts programs.
g. Manages Special Consultant, Independent contractors and Guest lecturer contracts for CHABSS. Interprets University policies and procedures to ensure compliance with CSU policies and procedures governing the hiring of Special Consultant, Independent contractors and Guest lecturers.
h. Collaborates with the college-wide Budget Manager and provides information in response to the annual request from the Provost’s office for a base budget review, as well as requests for budget reconciliations and reports during the fiscal year.
i. Conducts research and analysis to project fiscal needs as well as anticipated carry-forward, salary savings, and offsets for development of the budget request. Plans strategies for appropriate response to shifting resource availability.
j. Articulates various facets of budgetary, personnel, and related resource availabilities anticipated for growth and development of CHABSS. Provides budget data, as needed for use in the long-term strategic planning process, including projections regarding personnel needs in CHABSS.
k. Initiates budget allocations, budget transfers, expenditure transfers for all CHABSS staff lines. Analyzes and coordinates position control for all staff,
l. Implements fiscal year shadow budget systems for all staff personnel budgets in the sub-division.
m. Independently projects and monitors monthly payroll expenditures (fiscal and permanent) for all
n. Researches, analyzes, and resolves staff payroll errors.

3. Internal Records Maintenance
a. Ensures accurate, confidential maintenance of all department related records including tenure faculty contracts, lecturer evaluations, position descriptions, and other documents.
b. Directly respond to Department Chair, Administrative Coordinator, and employee inquiries regarding hiring and contract timelines, policies, and procedures.
c. Coordinates and maintains staff contracts, leaves of absence, resignations, changes in time base, and promotions.
d. Ensures ESP process is completed for each New Employee, Change Employee Information, and Exiting Employee forms on the CSUSM-wide database.
e. Researches, drafts, and implements new internal hiring policies, procedures and documentation for new positions to meet growing college needs, i.e.: graduate assistants, performance artists, arts and instruction employees, technical support personnel for the science and arts programs.
f. Maintains active temporary faculty personnel records each semester.
g. Generates a Personnel Action File (PAF) and electronic record files for each new temporary faculty employee in the sub-division each semester.
h. Ensures that all information on new and returning temporary faculty employees is current and accurate in the PAF and all electronic database files.
i. Coordinates the inactive temporary faculty personnel records and archive process.
j. Provides contract and entitlement data to the appropriate officials as needed, ensuring accuracy and compliance within campus and department policy.

PROVIDES LEAD DIRECTION OF OTHERS:
a. Provides lead direction to student workers and administrative support staff as assigned.
b. Provides lead-worker and training roles for departmental Administrative Support Coordinators in relation to temporary faculty management and data development and analysis.

REQUIREMENTS OF POSITION:
2. List education and experience required

  • Bachelor’s degree and/or equivalent to four years of progressively responsible administrative work experience involving study, analysis and/or evaluation leading to the development or improvement of administrative policies, procedures, practices or programs.
  • Two years of related budget analysis experience required.
a. Preferences
i. Experience in an academic setting
ii. Current knowledge of University, CSU and State resource management policy and procedures, including personnel and fiscal administration
iii. Working knowledge of Peoplesoft

3. List knowledge, skills, and abilities required for this position.

a. Working knowledge of and ability to apply standard theories, principles, practices, and techniques applicable to resource monitoring and coordination to develop conclusions and make recommendations.
b. Thorough knowledge of policies, procedures, and outside regulations pertaining to trend analysis, financial, budgetary and contract analysis.
c. Thorough knowledge of temporary faculty employee policies and procedures, and the policies and procedures for teaching associates and other Unit 11 student employees.
d. Demonstrated experience analyzing data and making accurate projections using business mathematics and advanced statistical techniques.
e. Working knowledge of operational and fiscal and budget analysis and techniques.
f. Working knowledge of contract analysis and payroll reconciliation techniques.
g. Demonstrated experience analyzing, forecasting and projecting trends.
h. Ability to take initiative and independently plan, organize, coordinate, and perform work in various situations where numerous and diverse demands are involved.
i. Skill in the research, analyses 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.
j. Expertise in investigating and analyzing problems with a broad administrative impact and implications. Ability to anticipate problems and address them proactively.
k. Ability to accurately coordinate and maintain personnel records.
l. Demonstrated ability to effectively interpret, organize and present ideas in written, presentational and quantitative formats.
m. Knowledge of the technical and research skills for database, financial and shadow systems creation, coordination and monitoring.
n. Ability to create and use spreadsheets for various kinds of data analysis and management, including budget analysis, curriculum coding data, temporary faculty entitlements, and other quantitative data manipulation.
o. Ability to make decisions independently and provide judgments consistent with all operating procedures.
p. Ability to communicate effectively in a professional manner while asserting delegated authority when working with others, including faculty and staff. Ability to establish and maintain positive and productive working relationships with University co-workers and colleagues to facilitate data gathering and support the effective functioning of the college.
q. Ability to train others on new skills and procedures.
r. Ability to maintain strict confidentiality pertaining to all areas of operations in the Dean’s Office.
s. Ability to adjust positively to frequent changes in priorities and assignments to meet the workflow and priorities of the college.
t. Demonstrated expertise in Microsoft Office Suite.
u. Current knowledge of University, CSU and State resource management policy and procedures, including personnel, OE&E and fiscal administration. (preferred)
v. Experience with PeopleSoft (finance, student and HR modules) or equivalent product finance for budget tracking and reconciliation, Quicken and FileMaker Pro. (strongly preferred)
w. Knowledge of the principles of the university and HREO organization of personnel and fiscal management including CSU position classifications to accurately organize, analyze and reflect data. (preferred)

3. List machines, tools, equipment, and motor vehicles used in the performance of the duties

  • Desktop dual-screen Personal Computer
  • Photocopying machines
  • Shredders
  • Printers
  • Scanners
4. Unique working conditions

  • This position is subject to a background check including, but not limited to, employment verification, education verification, reference checks and criminal record checks. 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.
  • This position is a “designated position” in the California State University’s Conflict of Interest Code. The incumbent in this position is required to file Conflict of Interest forms subject to the regulations of the Fair Political Practices Commission. This position is required to file the Form 700 under disclosure category 2.
  • This position is required to complete Sexual Harassment Prevention training “EDU Supervisor: Anti-Harassment, Discrimination, Retaliation”
  • Must participate in required campus trainings including, but not limited to, Information Security Awareness Training and Sexual Violence Awareness and Prevention “EDU: Eliminate Campus Sexual Misconduct”.