Division of Academic Affairs

Administrative Analyst/Specialist - Non-Exempt

*** Temporary/Part-Time (20 hours per week) position.  Annual appointment with possible renewal in 1-year increments based on continued funding. ***

RESPONSIBILITIES & DUTIES:

Works closely with the Cal-SOAP Project Director to perform a variety of administrative, technical, and analytical duties of limited to moderate complexity that support the day-to-day project administration and budgetary operations of the Santa Barbara Cal-SOAP program including: data collection and analysis; preparation of programmatic reports, communications, and project materials; maintenance of webpages and content; coordination of logistics for meetings and events; tracking and reconciliation of project expenditures; and maintenance of other project-based records. Assists to ensure compliance with applicable campus and federal regulations or requirements governing the program. Contributes to the completion of broader and more complex project goals and objectives. Engages in ongoing professional development with the goal of enhancing existing procedures and systems for operations and fiscal management. Will be responsible for answering all lines of communication, such as the main administrative email address, texting, and any other form of messaging, and provide information related to the program’s services, activities, policies, and procedures.

Participates and contributes to planning and development of Cal-SOAP program activities as needed to forecast budget needs and changes. Meets with Project staff to review programmatic goals and implementation timelines to assess impact on Project expenditures. Assists with the evaluation of the operational impact of proposed revisions to implementation plans to develop budget recommendations for achieving project goals. Supports the maintenance of the Cal-SOAP database, ensuring accuracy in automated records, generating reports, and providing administrative support as requested. Provides support for meetings and events, including agenda preparation, distributing meeting minutes, and coordination of logistics and successful program delivery.

Provides budget and fiscal administration support as well as for human resources and database management. Provides support with preparation of Project-related agreements and compliance, also serves as a liaison on contracts with outside and internal consultants. Participates in campus fiscal trainings and may also use expertise to lead project-level trainings on budget operations and compliance. Meets regularly with staff from other projects to share operations, task management, compliance, and fiscal administration expertise. Assists with coordination of budgetary operations to ensure proper program/contract administration and compliance with CSU and sponsor policies using appreciable judgment and discretion to determine allowable and unallowable expenses, authorizes expenditures in accordance with approved budget, and maintains delegated signature authority for management of day-to-day operations. Meets regularly with program staff to review monthly expenditure reconciliations. Prepares and provides financial reports and budget updates to Project Director and Governing Board as well as provides budgetary analysis and projections.

Assists with the development and maintenance of systems for project level documentation for audit purposes. Assists with the development and implementation of systems for project data collection and for performance reporting. Responsible for preparing operational and budgetary reports and assists with summative reporting. Serves on all relevant university and community committees as assigned.

Performs other related duties as assigned.

REQUIREMENTS OF POSITION:

Education: Bachelor’s degree required, and a minimum of three years combined administrative experience, preferably working in a higher education setting with a working knowledge of basic project budget management, records management, and evaluation experience (data collection and analysis).

Experience: Experience with project evaluation data collection and reporting. Must have advanced Microsoft Office Suite skills (including Word, Excel, Outlook, PowerPoint, and Publisher), and experience with or capacity to use financial systems such as PeopleSoft Finance.

Other Knowledge/Skills: Must have excellent organizational skills and the ability to independently handle multiple tasks while meeting tight deadlines. Knowledge of generally accepted accounting principles, financial reporting, record keeping, and contract analysis. Excellent skills in budgeting and using spreadsheets; online research techniques and mathematics; analytical ability, sound judgment and reasoning, and policy interpretation. Excellent verbal and written communication skills (including formal presentations). Ability to work independently, cooperatively, and efficiently. Ability to cultivate a thorough knowledge of CSU policies and procedures. Ability to work with representatives from public and private entities and handle potentially sensitive situations. Ability to develop and maintain cooperative working relationships campus-wide with students, staff, faculty, administrators and with multiple educational partners. Demonstrated consultative skills in working with internal and external constituent groups and experience working both independently and as a team member. Ability to start and see a project through to completion within timelines and deadlines; and prioritize and implement a variety of complex tasks with accuracy.

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 Range:  $2,299 - $2,500 per month based on 20 hours per week.