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Administrative Analyst/Specialist (AA/S NE) / Academic Research - Academic Affairs

Apply now Job no: 505907
Work type: Staff
Location: San Bernardino - San Bernardino Campus
Categories: Unit 9 - CSUEU - Technical Support Services, Administrative, Probationary, Full Time


About CSUSB 

California State University, San Bernardino is a preeminent center of intellectual and cultural activity in Inland Southern California. Opened in 1965 and set at the foothills of the beautiful San Bernardino Mountains, the university serves more than 20,000 students each year and graduates about 4,000 students annually. CSUSB reflects the dynamic diversity of the region and has the most diverse student population of any university in the Inland Empire. Seventy percent of those who graduate are the first in their families to do so.

At CSUSB, you can:

·      Build your future

·      Work with the best

·      Be your authentic self

·      Focus on you

·      Make a lasting impact

·      Work for a purpose that is greater than your own

·      Bring everything you are, become everything you want

Department Summary

The Office of Academic Research provides strategic planning and assistance to promote faculty and student research, scholarship, and creative activities that support the educational and service mission of the university.

Job Summary 

Under general supervision of Associate Provost for Research, Administrative Analyst for Academic Research Programs and Initiatives works independently to perform a broad range of administrative, reporting, complex analytical, and technical functions in support of the mission of the Office of Academic Research and its reporting units.

The AA for Academic Research Programs and Initiatives works across five reporting units: pre-award, post-award, research development, student research, and graduate studies.

Office Management - Operations

Duties include but are not limited to:

  • Day-to-day responsibility for coordination of administrative support in a complex academic office.
  • Coordinate scheduling of the meetings for Associate Provost (AP) and maintain the AP calendar up-to-date and efficient.
  • Serve as liaison to internal and external contacts; greet visitors, answer phone, email, and in-person inquiries, obtain/provide assistance and respond to and/or resolve a variety of issues with faculty, staff, and students.
  • Handle routine office administrative tasks such as mail distribution, maintaining office inventory, purchasing supplies, inputting requisitions, preparing disbursements for business activities and events; submitting department duplication or printing requests, and IT service requests.
  • Act as a liaison between suppliers, vendors, and campus departments to fulfill purchases or to initiate work orders and requests for departmental or building area repairs and maintenance.
  • Maintain overall AR departmental calendar to track deadlines, office meetings, agency visits, holidays/office closure/vacation schedules.
  • Give advance notices to AP about upcoming deadlines.
  • Attend meetings, arrange office events and meetings, arrange training/webinars, leadership meetings, conferences and prepare, maintain, and distribute related minutes.
  • Coordinate travel arrangements, prepare itinerary and prepare and submit travel documents into CONCUR online travel portal.
  • Coordinate, prepare, and track departmental direct expenditures, P-Card expenditures, hospitality expenditures, and petty cash reimbursements.
  • Schedule/book meeting rooms and coordinate logistics for meetings.
  • Maintain current electronic email departmental contact groups.
  • Represent the work unit in various meetings and/or committees involving other administrative and academic units.
  • Coordinate and disseminate time-sensitive material to administration, faculty, and staff on an individual and group basis.
  • Receive, process, and maintain confidential and/or sensitive information and materials.
  • Initiate and process a variety of financial/human resources forms; approve as authorized and assume the role of departmental pay warrant designee.
  • Oversee the student assistant hiring process, oversee/supervise the work of AR student assistants, provide work assignments and training.
  • Prepare and maintain AR statistical data for periodic and annual reporting.
  • Prepare an annual Center and Institute report for the CO.
  • Prepare emails on behalf of the AP.
  • Research problems related to payments, reimbursements, and other grant/contract charges; follow up with general inquiries, and compile correspondence, when appropriate.
  • Manage, coordinate, track, and store (scan) documents that flow in and out of the department.
  • Coordinate and assist with AR training sessions and other collaborative/partnership meetings.
  • Represent the work unit in various meetings and/or committees involving other administrative and academic units.
  • Coordinates AR events including PI receptions during the annual Academic Research Week.
  • Creates and distributes flyers and invitations for the AR and RD events and webinars.

Technical and operational oversight, reporting, analysis, assessment, and improvement of fiscal and programmatic processes and procedures for the AR budget, intramural grants, reporting of extramural grants, and the AR periodic reports in Campus labs

  • Develops and implements processes and procedures to facilitate the timely distribution of the Chancellor’s Office RSCA grants to the awardees selected according to the university policies.
  • Tracks and analyzes the status of the proposal review and accordingly follows up with the college Professional Award Committees to sure timely review of RSCA proposals.
  • Tracks and analyzes the status of report submissions and accordingly follows up with the RSCA grant awardees to assure their timely submission of the required by the CO six-month, 12-month, and 18-month progress reports.
  • According to the Chancellor's Office guidelines prepares annual RSCA reports for the review of the Associate Provost.
  • Works closely with Associate Provost for Research and Director of Research Development in assessing the effectiveness of the RSCA grants and implementing improvements.
  • Works closely with the Academic Affairs and college budget analysts to assure the coordination of the grant-related fiscal activities between the AR and reporting unit offices and Colleges.
  • Develops and implements processes and procedures to facilitate the timely distribution of the Summer Fellowship grants to the awardees selected according to the university policies.
  • Tracks and analyzes the status and accordingly follows up with the college Professional Award Committees to a sure timely review of Summer Fellowship proposals.
  • Follows up with the Summer Fellowship grant awardees to assure their timely submission of their annual reports.
  • Collects annual Professors Across Borders reports.
  • Prepares annual intramural grant reports for Faculty Senate.
  • Prepares and analyzes fiscal and statistical reports for intramural grants.
  • Works closely with Associate Provost for Research and Director of Research in assessing the effectiveness of the RSCA and Summer Fellowship grants and implementing improvements.
  • Administers other grant programs as assigned.
  • Directly manages assigned grant programs including but not limited to AR: Mini-grants, Summer Fellowships, OSR: Faculty/student grants, Faculty grants, Faculty mentor awards, SSI Graduate Culminating Project awards: verifies whether expenditures are allowable, hires students, issues P.O., and purchases, reimburses travel expenses, etc.
  • Works closely with the Academic Affairs and college budget analysts to assure the coordination of the grant-related fiscal activities between the AR and reporting unit offices and Colleges and Departments.
  • Work with the offices of Research and Sponsored Programs and Sponsored Program Administration; maintain tracking spreadsheets for the award and grant submissions and preparation of reports for campus-wide distribution.
  • Posts and updates on the intramural grant reports and extramural grants on the AR Website.

Oversight of the Center and Institute reports:

  • Works with the Faculty Senate to collect annual reports from all 25 CSUSB Centers and Institutes.
  • Updates the Center and Institute annual reports on the Academic Research Website.
  • Collects the data from the colleges and updates the annual Chancellor’s Office Center and Institute Report for the review of the AVP.

Oversight of Quarterly and Annual AR reports in Campus labs:

  • Collects grant activity data from the pre-and post-award offices and creates a combined quarterly grant activity report.
  • Collects the data from the five reporting units and prepares the Academic Affairs Mid-year and Annual Reports.
  • Sends reminders and collects quarterly and annual report data from the five reporting units and organizes.

Manages the Academic Research, Coyote Research Gateway, and Research Development web presence, YouTube channel, Mailchimp communications, social media sites:

  • Keeps up-to-date with the technology and works with IT to add new features as they become available.
  • Organizes and updates pre-and post-award policies and procedures posted on the Coyote Research Gateway.
  • Updates the website calendar and events.
  • Creates and updates FAQ for pre-and post-award services on the Coyote Research Gateway.
  • Organizes and updates the AR YouTube channel.
  • Tracks the website use and makes appropriate changes.
  • Works with Strategic Communications to brand AR and accordingly prepare and format effective MailChimp Communications to disseminate information about the AR programs and activities.
  • Creates and maintains the AR social media presence.
  • Recommends changes and improvements to the AR web presence in all its forms.

Other job-related duties as assigned.


Employment Status:  Full-time, "non-exempt", probationary position (with the possibility of converting to permanent).


Talent Acquisition: This position will remain open until filled. The initial review of applications will begin on November 22, 2021.


Work Schedule

Monday through Friday from 8:00 am to 5:00 pm, weekends and evenings may be required.

Key Qualifications

  • Excellent communication and interpersonal skills (including being a good listener) to interact and communicate effectively with faculty, staff, students, and external constituencies, both verbally and in writing.
  • Advanced time management and analytical skills.
  • Ability to manage multiple projects independently in a fast-paced organization with competing priorities and distractions.
  • Strong critical thinking, analytical, research, problem-solving, and conflict resolution skills.
  • Ability to use high-level discretion and maintain a high level of confidentiality in handling problems of a sensitive nature and security of confidential records.
  • Ability to work with emerging technology platforms.
  • Working knowledge of and ability to operate standard office equipment and technology including, but not limited to, desktop computer, laptop, copier, fax machine, scanner, and printer.
  • Demonstrated proficiency and ability to effectively use common computer and technology programs and related computer software packages (e.g., Microsoft Office Suite, Zoom, etc.) in the course of assigned duties.
  • 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.
  • 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.
  • Knowledge of basic methods and procedures for research and statistical analysis and the ability to apply them.
  • 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.

Education and Experience 

  • Bachelor's degree and/or the equivalent training and administrative work experience in higher education involving analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs.

Preferred Qualifications 

  • Knowledge of PeopleSoft.
  • Demonstrated experience and skill in event planning including determining the event’s purpose.
  • Experience working in higher education.


Anticipated Hiring Range: $3,288 - $6,347 per month

Classification Salary Range: $3,288 - $6,347 per month

Statement of Commitment to Diversity

In our commitment to the furthering of knowledge and fulfilling our educational mission, California State University, San Bernardino seeks a campus climate that welcomes, celebrates, and promotes respect for the entire variety of human experience. In our commitment to diversity, we welcome people from all backgrounds, and we seek to include knowledge and values from many cultures in the curriculum and extra-curricular life of the campus community. Our commitment to work toward an environment that values diversity requires that we create, promote, and maintain activities and programs that further our understanding of individual and group diversity. We will also develop and communicate policies and promote values that discourage intolerance and discrimination.

The concept and dimensions of diversity are to be advanced and incorporated into every aspect of university activity, including student life, the curriculum, teaching, programs, staffing, personnel training practices, research, community services, events, and all other areas of university endeavor.

Dimensions of diversity shall include but are not limited to, the following: race, ethnicity, religious belief, sexual orientation, sex, gender identity, gender expression, ability, socioeconomic status, cultural orientation, national origin, and age.

The implementation of the Commitment to Diversity will rest with the university as a whole. The president, in addition to a personal commitment and involvement, may use the University Diversity Committee, campus administrators, faculty, staff, and students as well as other members of the campus community to implement effectively the philosophy and intent of this statement.

Supplemental Information

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 the 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 as a condition of employment.

California State University, San Bernardino is an Affirmative Action/Equal Opportunity Employer.  We consider qualified applicants for employment without regard to race, religion, color, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, genetic information, medical condition, disability, marital status, or protected veteran status.

This position may be "Designated" under California State University's Conflict of Interest Code. This would require the filing of a Statement of Economic Interest on an annual basis and the completion of training within 6 months of assuming office and every 2 years thereafter.  Visit the Human Resources Conflict of Interest webpage link for additional information:

This position adheres to CSU policies against Sex Discrimination, Sexual Harassment, and Sexual Violence, including Domestic Violence, Dating Violence, and Stalking. This requires completion of Sexual Violence Prevention Training within 6 months of assuming employment and on a two-year basis thereafter. (Executive Order 1096)

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