Administrative Analyst - College of Science

Administrative Analyst - College of Science

Job no: 563854
Work type: Staff
Location: Monterey Bay
Categories: Unit 9 - CSUEU - Technical Support Services, Administrative, Probationary, Full Time, On-site (work in-person at business location)

Classification: Administrative Analyst/Specialist II
Hours: Full-time / 40 hours per week
FLSA: Exempt

Anticipated Hiring Salary Range: $6,400 (Step 6) to $7,207* (Step 12) mo.
CSU Salary Schedule
*CSUMB provides pay scales representing its good faith estimate of what the university reasonably expects to pay for this position. The pay offered to a selected candidate will be determined on factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, and CSU systemwide pay for comparable jobs.

Priority Screening Date: November 29, 2026
Recruitment Status: Open Until Filled

PURPOSE:

Under the general supervision of the Dean of the College of Science, the Administrative Analyst provides administrative and technical support and oversight for the day-to-day administrative operations of the College. The position provides lead work direction, coordination, training, and procedural guidance to Administrative Support Coordinators and other college staff. The Analyst establishes clear processes and expectations, supports consistent and timely implementation of college and university procedures, and promotes effective communication and collaboration across departments and administrative units.

The position requires sound judgment, discretion, strong interpersonal skills, and the ability to manage competing priorities, respond constructively to differing perspectives, and maintain professional, respectful working relationships in a complex, fast-paced environment.

The position handles sensitive and confidential information involving personnel actions, employee relations, budgets, salaries, hiring, student matters, and other college operations. The Administrative Analyst must exercise sound judgment and discretion, protect confidential information, and share information only with individuals who have a legitimate business or institutional need to know.

ESSENTIAL DUTIES AND RESPONSIBILITIES include, but are not limited to, the following:

1. FISCAL MANAGEMENT

• Provides support to the Dean, Associate Dean, and Department Chairs related to fiscal management and analysis, budget development, and administration of all state and selected external funds.
• Duties include, but are not limited to:
• establishing fiscal processes, procedures, and timelines in the College;
• providing budget oversight, monitoring, and reconciliation, including all payroll matters;
• providing analysis in an effective written or presentation form;
• compiling fiscal forecasts for annual and future budgetary nee
• coordinating annual fiscal projects specific to the College and/or University; and preparing a wide variety of fiscal and accounting documents

1. PERSONNEL PROCESSES

In consultation with the Dean, performs and assists with a wide variety of personnel administrative duties to ensure that policies and procedures are followed in a timely manner. Duties include, but are not limited to:

• serving as the prime contact for all personnel-related issues in the college;
• overseeing the hiring of part-time lecturers and teaching and graduate assistant hires in the college, ensuring that entitlements are met, data entry is correct, and contracts are generated accurately and efficiently;
• providing oversight to all full-time recruitments in the College to ensure that recruitment documents are complete, accurate, and processed in a timely manner;
• providing detailed, comparative salary information to the Dean for salary placement and startup packages. recommending funding options for all hires if needed;
• preparing and processing staff recruitment and hiring forms to ensure position assignments, salary placement, etc. are accurate;
• monitoring faculty workloads;
• overseeing the instructional student assistant hiring to ensure that appointments are necessary and within budget;
• preparing, reviewing, tracking faculty and staff additional employment contracts;
• preparing, reviewing, tracking external contracts/service agreements; and
• organizing the college lecturer evaluation process and timelines

1. GENERAL ADMINISTRATION

Provides lead work direction, coordination, training, and procedural guidance to the College's Administrative Support Coordinators. Establishes and communicates shared administrative processes, timelines, and expectations; organizes regular meetings and provides individual consultation as needed; supports consistent compliance with university and college procedures; identifies and addresses workflow issues; and facilitates the resolution or appropriate escalation of concerns. Builds effective working relationships across departments and promotes a professional, respectful, collaborative, and service-oriented administrative environment. Handles sensitive and confidential college information in accordance with university policy and applicable law; maintains appropriate information boundaries; ensures that sensitive matters are discussed only with authorized individuals and through appropriate channels; and advises college personnel regarding confidentiality and discretion when appropriate.

1. DATA ANALYSIS AND REPORTING

Serve as the prime contact for the data needs of the College. Interpret requests from the Dean, Associate Dean, Department Chair, and/or Faculty and provide in-depth analysis to assist with program analysis, enrollment and retention, grant report writing, and research needs.

1. CURRICULUM SUPPORT

Provide support to the Dean and Associate Dean in college curriculum matters, including the following: Analyze course schedules for accuracy, time block compliance, course history, and curriculum costs

Other Functions:

1. Provide lead work direction to others, including training, guidance, and oversight to college staff and students as needed.
2. Perform other job-related duties and special projects as assigned.

KNOWLEDGE, SKILLS AND ABILITIES:

Thorough knowledge of and ability to apply extensive expertise to complex programs and/or administrative specialties, including pertinent laws and regulations. Demonstrated expertise in and advanced knowledge of the principles, problems, and methods of public and business administration and operational and fiscal management. Expertise in administrative survey techniques, operations and systems analysis, statistical and research methods, and the ability to interpret and evaluate results to develop sound conclusions and recommend new or revised policies.

Skills: Demonstrated expertise in and advanced knowledge of the principles, problems, and methods of public and business administration and operational and fiscal management. Expertise in administrative survey techniques, operations and systems analysis, statistical and research methods, and the ability to interpret and evaluate results to develop sound conclusions and recommend new or revised policies. Demonstrated consultative skills in working with internal and external constituent groups. 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.

Ability to: take initiative and work independently to determine effective approaches to projects and priorities; organize, coordinate, and perform work in various situations where numerous and diverse demands are involved; apply extensive expertise to complex programs and/or administrative specialties, including pertinent laws and regulations; understand problems from a broad, interactive perspective and discern applicable underlying principles to conceive of and develop strategic solutions; work with representatives from public and private entities and handle potentially sensitive situations; effectively present ideas and concepts in written or presentation format and use consultative and facilitation skills to gain consensus; apply extensive expertise to the complexity of maintaining effective university-community partnerships in both face-to-face and online contexts; work with representatives from public and private entities and handle potentially sensitive situations.

MINIMUM QUALIFICATIONS:

Entry to this classification 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.

SPECIALIZED SKILLS:

Proficiency in Excel, including pivot tables and charts, linking worksheets, and formulas; preparing PowerPoint presentations with statistical information; and planning and executing events. Ability to provide exceptional customer service.

Demonstrated experience in budget development and management, funding proposals, data analysis, curriculum support, and preparing reports and electronic presentations. Ability to evaluate data, draw valid conclusions, and recommend solutions to complex problems.

Ability to coordinate others' work, train colleagues, support consistent procedures, and address routine workflow or interpersonal issues constructively.

Excellent written and oral communication skills, particularly for intra- and inter-college communications.

PREFERRED QUALIFICATIONS

A master's degree in administration, finance, accounting, or a related field; experience with the California State University system or similar institutions; and fluency with Oracle/PeopleSoft, the CSU Common Management System or an equivalent system, and Google mail and calendaring programs.

Demonstrated ability to guide and coach employees with varied experience and perspectives; communicate expectations and corrective guidance tactfully; support accountability and agreed-upon timelines; facilitate meetings; build consensus; and resolve routine conflicts or escalate concerns appropriately.

Ability to adapt to feedback, maintain constructive working relationships, and exercise sound judgment, composure, and discretion when managing competing demands or sensitive information.

Demonstrated ability to protect confidential personnel, budgetary, student, and organizational information; share sensitive information accurately and through appropriate channels; maintain professional boundaries; and determine when to document, discuss privately, refer, or escalate a concern.

SPECIAL CONDITIONS OF EMPLOYMENT & POSITION DESIGNATIONS

• All offers of employment are contingent upon the successful completion of a background check (including a criminal records check).
• The person holding this position will have a duty to report to the Campus Title IX Officer information pertaining to discrimination, harassment, sexual misconduct, sexual exploitation, dating violence, domestic violence, stalking, and retaliation and is required to comply with the requirements set forth in CSU Executive Order EO 1095, EO 1096, and EO 1097 as a condition of employment.
• 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 has been designated as a sensitive position with access to and responsibility for detailed personally identifiable Level 1 confidential information about students, faculty, staff or alumni that is protected, personal or sensitive as defined in the CSU Information Security Data Classification Standards.
• This position is required to comply with confidentiality requirements outlined in the Department