Job Summary:
This position supports the Administrative Systems and provides technical support for campus Admissions and Recruitment offices (Undergraduate, Graduate and International). This position is directly responsible for developing, providing, integrating, and/or supporting information technology-based solutions and systems. Incumbents at the expert level work almost completely independently on the most complex problems and work assignments.
Responsibilities include, but are not limited to:
Administrative Systems & Technical Support for campus Admissions Offices (Undergraduate, Graduate, International):
Systems Analysis & Development:
- Peoplesoft Technical and Functional Support — Consult with and provide programming and systems support for all campus Admissions offices (Undergraduate, Graduate, International) and related departments (Orientation, Coyote First STEP, EOP) and other departments and units as assigned (Student Records, Student Finance, College of Education/Credentialing) that includes, but is not limited to: requirements collection/specification, systems analysis, programming, modification to existing applications, developing new applications, communications, and web and electronic form design and implementation. Act as consultant and provide input on technical challenges and business processes to increase process efficiency.
- Develop reports, review and analyze system and campus processes and interfaces/integrations as needed for PeopleSoft Admissions Module and Campus including CRM tool, Radius.
- Monitor and maintain the Office of Admissions & Student Recruitment website (admissions.csusb.edu). This includes updating and creating new pages with directives from the Directors of Admissions & Outreach, various program coordinators, and various communications committees. Tasks also include creating microsites for various ASR events and initiatives, and monitoring and improving ADA compliance.
- Provide baseline technical support for the Undergraduate Office of Admissions & Student Recruitment as it pertains to hardware and software issues. Troubleshoot, investigate analyze and solve software problems, including setup and workstation issues as needed (i.e., when Student Affairs tech support is not immediately available)
- Develop process diagrams and workflow diagrams to document, define and evaluate/analyze business processes based on business requirements and best practices, and map against administrative software functionality.
- Cal State Apply/Liaison WebAdMIT Administration & Support: Provide technical and functional support for Cal State Apply application system. Maintain associated PeopleSoft interfaces, integrations, processes and jobs (application downloading for all admissions offices, supplemental application information, new term/cycle setup). CIA implementer for Cal State Apply accounts.
Application Programming:
- Develop queries in PeopleSoft for the purpose of enrollment reporting, enrollment management and business intelligence in support of numerous campus offices/departments.
- Develop communications, provide strategic guidance on communication plans/flows and execute communications using Peoplesoft Communication Generation tool, or campus CRM software.
- Develop specifications against user requirements and design user-friendly interfaces to systems, applications, processes, and databases. Design and develop reporting formats and train or assist staff in running reports utilizing a variety of software tools and custom applications.
- Maintain and support assigned systems to ensure minimal downtime and loss of productivity and service; evaluate and enhance the efficiency of existing programs in meeting current and future user needs; maintain and support associated databases; install new, modified or third party software releases and/or updates; evaluate and supplement vendor supplied documentation for third party software.
- Provide lead work direction and training to other staff members of the team, this includes evaluating and setting work priorities; scheduling and assigning work; reviewing work against standards and providing performance feedback; and determining training needs and training staff.
- CRM Administration, Consulting, Management and Training — Administer CRM systems (Currently Campus Management Radius) under The Office of Admissions & Student Recruitment – As the campus CIA implementer for campus CRM, generate and create roles and access permissions for ASR staff, maintain data integration programs and processes, and ensure data integrity of the Radius Database. Consult with individuals and departments to design and execute forms, processes and/or communications within the Campus CRM to benefit the department.
- Provide group and individual training, assistance, and support for staff using Radius, creating queries/filters and scheduled jobs, importing prospect and applicant data, along with managing and updating content for the public-facing pages and forms (Application Forms, Inquiry Forms, Event Registration Forms).
- Work with vendor and account manager on technical support issues when necessary.
- CRM Communication Management — Design, deploy, and provide direction for email templates and communication plans. Plan, design, and execute communication campaigns on behalf of admissions offices and various other campus departments by request.
- Provide support for creative services on an as-needed basis for Undergraduate Admissions and various other departments by request — additionally, provide guidance on university branding standards to Admissions staff and graphic design interns. Creative services include graphic design (both print and digital), photography and filming/video editing, including training videos and BPG/CFG/Training manuals.
- Establish and administer policies, standards and procedures for strategic data planning, data analysis and modeling, and data element standardization and use to ensure accurate, useful and readily accessible data.
- Maintain prospect data – download leads from different sources – both physical (lead cards) and digital (Cal State Apply, ActiveMatchPlus/Hobson’s, CollegeBoard, Zinch/Chegg, Electronic forms, Recruitment Events, spreadsheet entries, etc) and import data into Radius CRM. Update and ensure data accuracy and integrity for prospect information.
- Work with individuals and department units to design and improve processes that streamline prospective student data entry through the use of the Campus CRM.
- Performs other classification-related duties as assigned, including participation in recruitment events as needed and other areas.
Minimum Qualifications: Required Education and Experience
- Equivalent to a bachelor’s degree in Computer Science, Computer Information Systems, Information Systems, Engineering or a related field AND five (5) years of related experience.
Required Qualifications
In addition to the basic foundation and career knowledge and skills in applications programing, systems analysis and related programming support functions:
- Possess an advanced and comprehensive knowledge of the technical specialty and a working knowledge of related specialties and are able to apply this extensive expertise as a generalist or specialist.
- Ability to be proactive and understand problems from broad, interactive perspective.
- Ability to develop solutions that combine information and ideas in new, unprecedented ways.
- Ability of leading teams and implementation efforts for assigned projects using advanced communication and listening skills.
- Ability to use systems work flow and logic flowchart techniques.
- Knowledge of formal data flow analysis methodologies.
- Ability to apply and use operations analysis and structured design analysis techniques.
- Knowledge of campus-defined systems, applications, and standards.
- Ability to identify hardware/software interface problems.
- Knowledge of system/equipment capability, design restrictions, and security requirements.
- Knowledge of system development life cycle and structured systems development concepts.
- General knowledge of network connectivity, integration, configuration, and protocols.
- Understanding of and ability to integrate all systems including operating systems, applications, network, and databases, as well as knowledge of distributed processing technology.
- Knowledge of client/server technologies.
- Ability to communicate effectively.
- Ability to apply consultative skills to assess user needs and communicate technology systems and solutions.
- Ability to perform systems and applications needs analysis, prepare requests for proposals, and conduct feasibility studies.
- Ability to use project management tools.
- Ability to research and evaluate the functionality of vendor software to meet user needs, assess vendor proposals, and serve as a technical/vendor liaison.
- Ability to use one or more industry standard programming languages and various report/screen generators as required by the position.
- Ability to use applications software, data structures and utilities, operating systems, and communication interfaces within the computing environment.
- Ability to perform interactive debugging and to test and analyze program failures.
- Knowledge of structured programming techniques and the ability to use appropriate productivity tools to provide for more rapid development of applications.
- Ability to write/modify programs using multiple applications and databases.
- Ability to develop program implementation plans, install software, and apply fixes.
- Understanding of technical and vendor documentation and ability to maintain internal documentation.
- Knowledge of network configuration, programming, and protocols.
- Specialized skills in new systems and programming technologies.
Preferred Qualifications
- Master’s Degree in Business, Project Management or related functional area.
- Three to five years’ related experience working in fast paced, demanding environment, as well as functional knowledge of Oracle/PeopleSoft HCM.
- Active PMP or a comparable PM related certification combined with successful PM experience with implementing large complex HR related projects.
- ProSci Change Management Practitioner certification.
- Full-time equivalent of four years progressively responsible PM work directly related work experience in human resources.
- Working knowledge of CSU employment policies and procedures.
- Full-time equivalence of two years or more of HR experience in a public sector or academic human resources environment.
- HR program and/or project management experience with expert level experience in Waterfall, Agile or a hybrid methodology.
- Strong working knowledge in human resources theories, principles, concepts, practices, and techniques in HRIS or HRM systems using Oracle/PeopleSoft with emphasis on public sector employment.
- Working knowledge of lean process improvement methods.
- Strong organizational skills and customer service, team-oriented collaborative work style approach in carrying out assignments.
- Knowledge of Human Resources practices in a university environment is highly desirable.
- Ability to multitask and offer support with quick turnaround due to tight deadlines developed by the system-wide project management team.
- Proficiency and understanding operating systems: Word, Excel (Advanced user), Access, Power Point, Visio and Microsoft Project and/or possess the ability to quickly learn new technologies.
- Excellent verbal and written communication skills.
- Excellent interpersonal and customer service skills.
- Excellent organizational skills and attention to detail.
- Excellent project and time management skills with a proven ability to meet deadlines.
- Strong analytical and problem-solving skills.
- Strong supervisory and team or project leadership skills.
- Ability to prioritize tasks and to delegate when appropriate.
- Thorough understanding of or the ability to quickly learn about the project or product being developed.
- Ability to analyze data and find solutions to problems, work independently, communicate effectively, and write clear and concise reports.
- Demonstrated ability to maintain composure and tact during high stress situations and under heavy workload, with conflicting priorities, frequent interruptions, and other demands.
- Demonstrated ability to initiate necessary actions, remain flexible, coordinate many activities simultaneously, and handle requests expeditiously using appropriate judgment.
- Ability to exercise personal initiative and independent judgment within the scope of the assigned duties.
- Strong interpersonal skills and ability to work well with a wide range of campus personnel, to engage trust, and to serve as a leader of a larger project team.
- Ability to handle highly sensitive materials and situations, to include confidential files; ability to maintain strict confidentiality and to exercise complete discretion, diplomacy, and good judgment.
- Ability to plan and organize multiple tasks and prioritize work, including setting and meeting deadlines.
Compensation and Benefits:
Anticipated Hiring Range: $6,686-$8,500 per month
Classification Salary Range: $6,686-$12,947 per month
The salary offered will take into account internal equity and experience among other factors.
The CSU system provides a comprehensive benefit package that includes medical, dental and vision plans, membership in the California Public Employees Retirement System (CalPERS), sick and vacation time, and 14 paid holidays a year. Eligible employees are also able to participate in the fee waiver education program. A summary of benefit information can be found here.
Position Information:
Work status: Full-time/Exempt/Probationary
Academic year schedule: Monday through Friday (8:00 am – 5:00 pm), some evenings/weekends.
Summer schedule: Monday through Thursday (7:00 am - 5:30 pm), some evenings/weekends.
Staff: First considerations will be given to candidates who apply by December 2, 2023 and will continue until the position is filled; however, the position may close when an adequate number of qualified applications are received.
As of January 1, 2022, the CSU Out-of-State Employment Policy prohibits the hiring of employees to perform CSU-related work outside the state of California.
California State University, San Bernardino in not a sponsoring agency for staff or management positions (i.e. H1-B Visas).
Conditions of Employment
Background Check
Satisfactory completion of a background check (including a criminal records check) is required for employment. CSU will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was conditionally offered the position.
Mandated Reporter
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.
I-9
CSUSB hires only individuals lawfully authorized to work in the United States. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. See Form I-9 Acceptable Documents at https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents.
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. 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. We will 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.
California State University, San Bernardino is proud to be an Affirmative Action/Equal Opportunity Employer. We recruit, hire, train, and administer all personnel actions without regard to race, ethnicity, religion, color, caste, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, socioeconomic status, genetic information, medical condition, disability, marital status, protected military or veteran status, or any other status protected by applicable law. 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) For more information about Diversity & Inclusion at CSUSB, please visit https://www.csusb.edu/human-resources/diversity-inclusion
Closing Statement:
Reasonable Accommodation
We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact Nora Jean Fernandez, ADA Manager at Nora.Fernandez@csusb.edu
Smoking
CSUSB is a smoke and tobacco-free campus. See policy at https://calstate.policystat.com/policy/6591951/latest/.
Clery Act
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 San Bernardino Annual Security and Fire Safety Report is available at: https://www.csusb.edu/clery-act