Classification: Administrative Analyst/Specialist - Non Exempt Department Name: Facilities Svcs & Operations Job Number: MB2021-PC2675 Status: Open Until FilledOpen until filled. Application Screening Begins: Monday, May 3, 2021 Priority Screening Date: 05/02/2021 Recruitment Status: Open until filled. Application Screening Begins: Monday, May 3, 2021
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. By 2030, CSUMB's sustainability initiative is to be carbon neutral.
Under the general direction of the Associate Vice President for Facilities Management, and the day-to-day work direction of the Senior Facilities Management Business Analyst, the Facilities Management Business Analyst is responsible for organizing and performing a variety of administrative, organizational, and technical duties to support the department staff and facilitate the efficient functioning of Facilities Management.
The Facilities Management department provides a clean, safe and well maintained campus environment, and the department is a top-performing service provider that enhances customer experience.
ESSENTIAL DUTIES AND RESPONSIBILITIES include, but are not limited to, the following:
Creates and tracks service agreements, change orders, purchase requisitions and alterations as needed. Expedites and tracks the progress of change orders and payment requests through the signature and payment processes. Acts as point of contact for contractors and architects making payment status inquiries. Tracks expenditures for operating budgets and project costs. Ensures that project recordkeeping complies with campus Accounting department and Chancellor's Office project tracking guidelines. Analyzes past budget and actual expenses to set up new purchase orders, contracts, and service agreements each fiscal year. Researches and establishes new service agreements with vendors as necessary, including insurance requirements. Runs queries from CMS and CFS database systems to reconcile accounts and prepare reports. Coordinates invoice approvals with auxiliary services and campus departments for projects. Tracks expenses and monitors Purchase Orders/Service Agreements for adequate funding. Develops and updates department spreadsheets with expenses and cost recovery information. Researches and analyzes discrepancies in billing and payments, and works with vendors to resolve billing issues. Tracks, estimates, and reports accruals for year-end close.
Runs queries from LIMBLE (Work Order System), CMS and CSF monthly. Prepares Cost Recovery Reports for both materials and premium time charge backs. Works with Analyst, to review both LIMBLE and CFS reports, to ensure all cost recovery items are captured monthly. Drafts reports and invoices, and prepare for submission to Division Budget Analyst, and Accounting Department. Works with Corporation on any disputed invoices or discrepancies.
Other Functions: Performs 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: Fully functional knowledge of customer service interaction, professional demeanor, as well as an ability to understand and operate in a variety of organizational structures. Proficient with a broad range of technology, systems, and packages; to include word processing, spreadsheet, mail merges, database management, and electronic scheduling. Ability to establish and maintain cooperative working relationships within a diverse, academic environment. Demonstrated ability to address the essential functions associated with this position including the knowledge and abilities identified above. Experience working with volunteer and community groups. Some events experience.
Skill in: Excel (including pivot tables/charts, linking worksheets, and creating formulas), preparing PowerPoint presentations to include statistical information, and providing exceptional customer service.
Preferred Qualifications: Equivalent to five (5) years of progressively responsible administrative support experience which has involved supporting, monitoring, coordinating clerical work through a system of internal procedures and internal controls to ensure the efficient operation of an organization. Prospective applicants who have not had the experience listed may substitute other evidence of meeting the above qualifications for up to two years of the required experience. Technical fluency with Oracle/PeopleSoft, CSU Common Management System or equivalent finance information system; Microsoft Office Professional Suite, and Google mail and calendaring programs.
Special Conditions of Employment: 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 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 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.
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. 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
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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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