Division of Student Affairs

Administrative Analyst/Specialist II - Exempt

RESPONSIBILITIES & DUTIES: 

Events: Plans, implements, and assesses events and activities including but not limited to Admitted Dolphin Day, Campus Preview Days, regional admission and scholarship receptions, and events for specific student populations and families/supporters. Provides coordination and support for events including planning, scheduling, logistics, and coordination with internal and external stakeholders, such as faculty, staff, students, and alumni, and scheduling event staffing. Schedules the off-campus facilities for events and programs which include, but are not limited to campus visits, conferences, workshops, receptions, community events, and other special programming. Acts as a liaison between the event organizer(s) and the “service providers” for on-campus departments and outside vendors. In collaboration with Directors of Enrollment Management, assists with cross-department communication of plans for events. Establishes frameworks, timelines and success metrics for events such as room design, parking, audiovisual, technical needs, etc. matching divisional need to available space and services. Tracks and reports on event attendance and engagement in relation to application, confirmation and yield. Develops, tracks, reconciles, and provides recommendations of budgets for each corresponding event. Keeps track of new trends in event planning industry and innovative promotional materials. Serves as the functional lead for Enrollment Management’s use of campus space and event management systems, ensuring data integrity, adherence to campus procedures.

Operations: Serves as the primary analyst for EM operational and fiscal initiatives. Provides comprehensive financial analysis and strategic budget support for EM programs, services, and initiatives. Works closely with EM leadership to develop and manage budgets, including but not limited to general fund allocations; prepares budget proposals, financial reports, quarterly reviews, and year-end projections; and submits annual budget upload data. Produces expense and payroll reports, ensures accurate payroll coding, and processes funding adjustments as needed. Analyzes monthly, quarterly, and annual budget statements; develops financial scenarios for new or evolving programs; and contributes fiscal data to strategic plans and annual reports. Advises leadership and staff on campus budget policies, processes, and financial compliance. May support routine fiscal transactions, including accounts payable and travel-related expenses. Develops and monitors program budget to ensure expenditures are appropriate. Develops and monitors EM promotional item inventory. Provides consultative support to EM colleagues on unit-wide initiatives as appropriate. Establishes and chairs event working groups comprised of representatives from various EM and campuswide partners to facilitate signature enrollment events.  Develops, analyzes, and implements event attendees’ satisfaction evaluation process continually assessing processes and procedures to identify areas for efficiency and effectiveness. Makes recommendations and submits budget requests for maintenance, replacement, and acquisition of inventory. Directs the work of student assistants assigned to support EM events. Responsible for executing facilities use agreements. Supports special projects and initiatives as needed. Works independently and within a team on special and ongoing projects. Provides back-up support to other members of the EM Marketing & Visitor Experience department.

Performs other related duties as assigned.

REQUIRED QUALIFICATIONS:

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.

PREFERRED QUALIFICATIONS: 

Education: Bachelor's degree preferred.

Experience: At least five years providing progressively responsible administrative and logistical support in an executive office setting required. Experience working in a higher education office environment strongly preferred.

Other Knowledge/Skills: Proven ability to manage highly sensitive and confidential information and multiple complex projects and assignments in a consultative, efficient, and effective manner. Demonstrated ability to exercise sound judgment while working independently and as a team member. Thorough knowledge of office methods, procedures, and practices. Establishing and maintaining a working relationship with others within and outside the work group is a must, including building and maintaining positive working relationships with students, administrators, faculty, and staff across the University. Represents EM on various Division and University-wide committees as needed. Ability to use judgment and discretion to act independently on occasion when precedents do not exist. Must be organized and follow directions with minimal to moderate supervision and handle multiple tasks with constant interruptions. Be highly accurate in data maintenance and show strong attention to detail. Demonstrate excellent customer service, interpersonal, written, and verbal communication skills, and an advanced knowledge and skill with English grammar.  Ability to communicate effectively with a diverse population of students, faculty, staff, and community members. Knowledgeable and experienced with PeopleSoft and common management systems or similar applicable databases, forms, processes, and procedures related to personnel and fiscal operations. Proficiency in Microsoft Office suite. Ability to lift 20+ pounds for office moves. Some travel may be required as needed. May require a flexible schedule during event preparation/execution with advance notice.

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.

Please note:  California State University, Channel Islands (CSUCI) is not currently sponsoring staff or management positions for H-1B employment visas.  Applicants must be authorized to work for any employer in the United States.

Hiring Range: $6,200- $7,066 per month