Research Support - Laboratory/Non-Laboratory, Staff/Administrative
Undergraduate Research Administrative Analyst
Classification: Administrative Analyst/Specialist - Non-Exempt Department Name: Undergraduate Research Opp Ctr Job Number: MB2019-PC2603 Status: Open Until Filled Priority Screening Date: 12/10/2019 Recruitment Status: Apply Today! Application Screening begins: Wednesday, December 11, 2019
Position Description: Powered by an inspiring Founding Vision Statement, California State University, Monterey Bay (WWW.CSUMB.EDU) is a comprehensive, mid-sized four-year university whose staff and faculty help transform student lives by emphasizing project-based learning, requiring service learning, and promoting multicultural and global perspectives on and beyond the campus community. CSUMB is both an MSI and HSI and has a vibrant, diverse student body of nearly 7000 students and growing. Our faculty and staff, many of whom live in campus housing, appreciate living and working about one mile from the shores of the beautiful Monterey Bay. As one of the 23 campuses in the California State University (CSU) system, we offer excellent benefits, including housing, and competitive salaries for our faculty and staff. During our 25th Silver Anniversary Celebration in 2019-20, we will complete two major building projects: the College of Arts, Humanities and Social Sciences and the Student Union. By 2030, CSUMB's sustainability initiative is to be carbon neutral.
Under the general direction of the Undergraduate Research Opportunities Center (UROC) Associate Director, the Administrative Support Coordinator (ASC) is responsible for budget analysis, monitoring, and reporting; office management; database management and report generation; purchase requests, travel requests, and timesheet processing; UROC website development, updates, and maintenance; outreach coordination; event planning and coordination; and maintaining an efficient and professional office for UROC clients including students, affiliated faculty, and partner institutions.
ESSENTIALDUTIESANDRESPONSIBILITIES include, but are not limited to, the following:
Budget Analysis, Monitoring, and Reporting:
Analyzes and monitors UROC's budget from multiple funding sources and tracks cost program transactions in accordance with University policies and procedures. Enters payroll expenses, operating expenditures, and revenues into budget spreadsheets, reconciling with financial system expense reports, including trial balance reports. Monitors expenses, staff salaries and undergraduate researcher payroll balances against budgets. Processes and reconciles expenditures from all UROC revenue sources, ensuring compliance with federal, state, and university policies as applicable. Conducts balance reports, monitoring expenses against budgets, including processed and projected expenses.
Processes consultant agreements and inter-institutional agreements.
Creates proposal budgets in coordination with UROC's Associate Director and with the Sponsored Programs Office. Forecasts future funding needs and makes recommendations to UROC's Associate Director and Director.
Tracks and reports cost-sharing commitments, including endowment budget activity, as required under federal grant regulations. Creates and manages federal and state granting reports and private funder reports.
Procures grant-funded equipment and supplies for UROC faculty and students.
Oversees submittal of electronic timesheets for UROC staff and UROC funded students, and reviews timesheets for adherence to California overtime provisions.
Plans, organizes, and coordinates the accounting and financial reporting for UROC grant portfolio, including: preparing annual and project budgets, forecasting revenue, estimating any carry-over of funds from one year to the next. Maintains grant fiscal records and database. Compiles year-end reports. Develops positive working relationships to foster a collaborative environment for grant coordination and oversight.
Manages the administrative and clerical support functions of the UROC office. Determines the methods and procedures by which the administrative and clerical work is to be accomplished, controls the workflow, and establishes priorities and deadlines. Evaluates and recommends improvements to office operations and procedures.
Develops travel, payroll, and other related policies and procedures related to UROC programs, students, and activities; communicates policies and procedures efficiently and effectively to all participants and with proper application.
Provides lead work direction, training and guidance to office staff and student assistants.
Web Development and Student Outreach:
Identifies needs, develops new content, and maintains and updates program website.
Develops and produces program outreach materials.
Coordinates student outreach activities.
Oversees the logistics of UROC's CCARE (Community College Apprentice Research Experience) program, including intake of student applications, acceptance and rejection notifications, and housing and stipend logistics. Works collaboratively with UROC Outreach Specialist to arrange social cohesion events for CCARE students over summer.
Oversees the logistics of UROC's Research Rookies program, a self-paced, zero unit experience administered through iLearn. In collaboration with UROC leadership, determines research activities for the program, maintains contact with enrolled students, hosts social cohesion events, and finalizes list of students completing the program for recognition at the UROC end of year celebration.
Databases, Tracking, and Reporting:
Develops and maintains accurate and detailed databases related to UROC programs, students, and activities. Updates and maintains records through filing, retrieval, retention, storage, compilation, and coding. Creates and delivers regular reports for UROC leadership and public and private funders related to student activities, academic performance, student achievements, and UROC program accomplishments.
Creates and manages the tracking and processing of University Agreements for the placement of students.
Purchases, Travel, and Timesheets:
Processes consultant agreements and inter-institutional agreements.
Completes purchase requests, payment requests, travel-related forms, and employee hiring forms. Applies established processing and accounting procedures. Ensures all expenditures are reasonable, allocable, and allowable according to OMB Circulars and funder guidelines. Reconciles monthly credit card purchases, entering information into the financial system, and preparing monthly credit card reports.
Coordinates travel arrangements for UROC staff and students, including air travel, rental car, and hotel arrangements as well as travel requests and claims in accordance with CSU policies and procedures.
Events Planning and Coordination:
Schedules and coordinates complex arrangements for large meetings, activities and events, inter-institutional meetings, grant related program events with other participating institutions, and fundraising events.
Develops and produces event materials.
Perform other job-related duties and special projects as assigned.
Knowledge, Skills and Abilities: Knowledge: Working knowledge of general practices, program, and/or administrative specialty. Basic knowledge of and ability to apply fundamental concepts. Working knowledge of budget policies and procedures. Knowledge of basic methods and procedures for research and statistical analysis and the ability to apply them.
Abilities: Ability to analyze data and make accurate projections using business mathematics and basic statistical techniques. Ability to organize and plan work and projects including handling multiple priorities. Ability to make independent decisions and exercise sound judgment. Ability to compile, write, and present reports related to program or administrative specialty. Demonstrated ability to establish and maintain effective working relationships within and outside the work group and serve as a liaison for the organizational unit. Ability to learn, interpret, and apply a wide variety of policies and procedures relating to and impacting the applicable program, organizational unit, and/or administrative specialty.
Minimum Qualifications: 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 bachelors 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: Equivalent to five (5) years of progressively responsible administrative support experience. Knowledge of California State University procedures related to travel, purchasing, budget preparation management, and personnel; or ability to quickly learn. Experience with the production of program outreach materials and website maintenance. Demonstrated supervisory and training skills and flexibility to work cooperatively as a team leader in a busy office. Demonstrated working knowledge of budget policies and procedures. Demonstrated ability to self-direct and utilize training skills; work cooperatively as a team leader in a busy office; effectively plan, organize and supervise the work of others, to train co-workers and student assistants; learn, interpret and apply a wide variety of Federal (OMB Circulars), State, and University regulations.
Preferred Qualifications: Knowledge of and experience with Microsoft Office Professional Suite, FileMaker Pro, Oracle-PeopleSoft (student records and accounts), Google mail (Gmail) and calendaring programs, Hyperion/Brio (reporting tool), Internet browsers, and web editing software. Knowledge of California State University procedures related to travel, purchasing, budget preparation management and personnel using an Oracle-PeopleSoft/CMS baseline system. Familiarity with multimedia (equipment and applications). Highly desirable: Demonstrated understanding of and commitment to CSUMBs Vision.
Special Conditions of Employment: 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 has been designated as a sensitive position with:
This position is required to comply with confidentiality requirements outlined in the Department of Educations Family Educational Rights and Privacy and Californias Educational Code Chapter 13 regarding sensitive student issues.
May require occasional evenings and/or weekend work.
Office environment with standard equipment and tasks. Position requires working at a computer and desk for extended periods of time. May require travel between campus offices and off-campus locations.
Compensation and Benefits: POSITIONINFORMATION:
Type of Appointment: Full-Time, Probationary
Collective Bargaining Unit: Clerical & Administrative Support Services (CSUEU)
CSUMB offers a premium benefit package that includes outstanding vacation, health, dental & vision plans; a fee waiver education program; membership in the California Public Employees Retirement System (CalPERS); and 14 paid holidays a year. For more information, visit: CSU Benefits R09. Additionally, University Corporation at CSU Monterey Bay provides access to affordable campus housing based on availability, visit: Employee Housing.
For full consideration, applicants must complete the required online application prior to the priority screen date found at csumb.edu/jobs. Application submissions received after the application screening date will be reviewed at the discretion of the University. Materials submitted become the property of CSUMB and will not be returned.
CSUMB is not a sponsoring agency for staff or management positions.
Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose by contacting University Personnel at (831) 582-3389. For computer/online access you may visit the Tanimura and Antle Family Memorial Library (map). All employees must be eligible for employment in the U.S.
CSUMB hires only individuals lawfully authorized to work in the United States and is an E-Verify employer. In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), the Cal State University, Monterey Bay Annual Security and Fire Safety Report is available at: https://csumb.edu/clery
CSUMB is a smoke and tobacco-free campus.
CSUMB is an Equal Opportunity Affirmative Action employer. We consider qualified applicants for employment without regard to race, color, religion, national origin, age, gender, gender identity or expression, sexual orientation, genetic information, medical condition, pregnancy, marital status, veteran status, or disability.
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California State University Monterey Bay (CSUMB), is a comprehensive public university committed to serving the diverse people of California, especially the working class, historically under-served, and low income populations. The university values an educational environment of cultural and linguistic diversity and gender equity; ethical reflection and practice; effective and experimental use of technologies as resources to people and catalysts for learning; and the integration of cross-disciplinary models enabling students, faculty and staff to engage in innovative instruction and coordinated service learning. The curriculum is organized around student learning outcomes. It is global in perspective, and of sufficient breadth and depth to meet local, regional, and statewide needs, specifically those of both isolated rural communities and inner-city populations. The identity of the University is framed by substantive commitment to a multilingual, multicultural, intellectual community which enables students, faculty and staff to cross institutional boundaries for innovative instruction, broadly defined scholarly and creative activity, and coordinated community service. The campus is ...located on Monterey Bay, 100 miles south of San Francisco.
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