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Assistant to the University Registrar and Director (Administrative Analyst Specialist Exempt I), Enrollment Management - Registrar's Office

Apply now Job no: 540116
Work type: Staff
Location: San Bernardino - San Bernardino Campus
Categories: Unit 9 - CSUEU - Technical Support Services, Administrative, Probationary, Full Time, On-site (work in-person at business location)

 

 

Job Summary:

This position supports the broad and slightly complex administrative functions of the Office of the Registrar, including but not limited to budget review, tracking, monitoring of funds, and serving as the Assistant to the University Registrar while also supporting the Associate Registrar. Collaborate and serve as the prime contact for Enrollment Cluster administrative staff including the Enrollment Management Budget Analyst and Assistant to the Associate Vice President (AVP) of Enrollment Management with all administrative cross functions.

 

Duties and responsibilities

Fiscal And Budgetary Analysis

  • Utilizes an in-depth analytical approach to research, evaluate, develop, and prepare mid year and annual departmental operations and personnel budget reports for the Office of the Registrar. These reports would include analysis of obligated and projected expenditures, year- end projection, and comparison to previous years.
  • Ability to approach and provide project leadership to broader and more complex program projects and goals. Perform careful analysis to prepare recommendations related to anticipated problems and address them proactively. 
  • Utilize knowledge of budget policies and procedures for the Office of the Registrar to ensure adherence to and compliance with campus regulations related to fiscal and budget analysis.
  • Track and maintain the Director’s calendar and assist with all phases of budget planning to ensure strategic and efficient use of resources including managing travel logistics and conducting detailed budget analysis for reimbursement purposes. Serves as the department’s primary personnel and payroll specialist ; performs other duties as assigned.
  • Personnel specialist accountable for work results, including the processing and tracking of departmental personnel, recruitment of staff and management of temporary workforce solutions.
  • Monitor and track services to CEGE (College of Extended and Global Education) online BA-Criminal Justice Program; online Social Sciences Degree Completion Program for fiscal year-end budgetary reporting.

Administrative Operations

  • Contributes significantly to projects like graduation events on behalf of the Office of Registrar, serving as a project leader as needed. Tasks include but are not limited to 
  • placing/ amending diploma orders, timeliness in processing, eDiploma assistance, and serving as the primary point of contact for all constituents.
  • Assists the University Registrar and Associate Registrar in performing a range of specialized and analytical, administrative, and operational duties. This includes tracking and monitoring performance evaluations for timely completion, maintaining travel logistics, and conducting budget analysis for reimbursement.           
  • Responsible for ordering supplies and equipment; as well as primary liaison with internal and external constituents.  
  • Maintains effective communication and collaboration with the IT department regarding inventory control and ensure the smooth operation of office equipment. Places IT tickets for various software and hardware issues 
  • Engages and schedules various professional development activities such as meetings, training sessions, and retreats. Plays a key role in agenda preparation and minute-taking during team gatherings. 
  • Monitors procurement card expenses. 
  • Monitor and track purchase orders for the office.
  • Provide lead work direction to other administrative support in the Enrollment Management Cluster as needed.

Payroll

  • Analyze and conduct comprehensive reviews and reconciliations of Compensated Time Off(CTO), timekeeping and absence management records for the entire staff, emergency temps, and student assistants.
  • Serve as a point of contact for internal staff regarding hours reported on PeopleSoft, confirming submissions, and maintaining alignment with payroll trackers.
  • Send the payroll tracker to the Payroll Lead in Enrollment Management each month and provide copies of special consultants' and hourly employees' time sheets. Notify the Payroll Lead if adjustments need to be made to an employee's hours on a paycheck
  • Monitors monthly Federal Work Study funds used for student employees in the department to ensure their allocation allows them to work the full academic year.

Other classification related duties as assigned.

 

Minimum Qualifications:

  • Bachelor's degree and/or the 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
  • Two years of related experience

Required Qualifications:

  • In addition to Position Skill Level - Non-Exempt knowledge and skill requirements, work assignments typically require:
  • Working knowledge of and ability to apply standard theories, principles, practices, and techniques applicable to the program and/or administrative specialty to develop conclusions and make recommendations.
  • Thorough knowledge of policies, procedures, and outside regulations pertaining to the applicable program and/or administrative specialty.
  • Working knowledge of operational and fiscal analysis and techniques.
  • Ability to take initiative and independently plan, organize, coordinate, and perform work in various situations where numerous and diverse demands are involved.
  • Skill in the research, development and evaluation of policies and programs, including skill in the collection, evaluation, and interpretation of data to develop sound conclusions and make appropriate recommendations.
  • Expertise in investigating and analyzing problems with a broad administrative impact and implications. Ability to anticipate problems and address them proactively.
  • Demonstrated ability to effectively interpret, organize, and present information and ideas in written or presentation form.
  • Ability to train others on new skills and procedures and provide lead work direction.

Preferred Qualifications:

  • General knowledge and skills in the applicable administrative and /or program field with a foundational knowledge of public administration principles.
  • Working knowledge of budget policies and procedures
  • Two or more years of experience working in a Registrar’s Office and/or other office within an institution of higher education with budget analysis, administrative functions and program specific knowledge of administrative cost allowances
  • Thorough knowledge of English grammar, spelling, and punctuation and be able to clearly communicate orally and in writing.
  • The ability to use and quickly learn new office support technology systems and software packages is also a prerequisite.
  • Knowledge of program and policy research, analysis, development, evaluation, and/or operational and fiscal
  • analysis related to an administrative specialty.
  • Work requires applying a theoretical knowledge base to develop recommendations and conclusions.
  • Ability to work collaboratively and communicate effectively in a team environment
  • Ability to learn and work in a fast-paced environment
  • Experience with budget policy and practice, particularly in a Office of the Registrar and/or similar office within higher education

 

Compensation and Benefits:

Anticipated Hiring Range: $4,379 - $4,500 per month

Classification Salary Range: $4,379 - $7,922 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 15 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:

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.

           

This position is a "designated position" in the California State University's Conflict of Interest Code. The scope of responsibilities for this position includes making or participating in decisions that may have a material financial benefit to the incumbent. Therefore, the individual holding this position is required to file an initial Conflict of Interest: Statement of Economic Interests ("Form 700") within thirty (30 days) from the date of hire and on an annual basis. In addition, the individual holding this position must complete the required conflict of interest training within thirty (30) days of their appointment and at least once during each consecutive period of two calendar years following the appointment, subject to the Fair Political Practices Commission regulations.

 

The application deadline is: June 13, 2024

 

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.

Campus Security Authority

This position is designated as a Campus Security Authority (CSA) position under the federal Jeanne Cleary Disclosure of Campus Security Policy and Campus Crime Statistics Act. CSAs are responsible for reporting allegations of Clery Act Crimes reported to them or that they witness. CSA training is required.

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 CSUSB Benefits at benefits@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

Advertised: Pacific Daylight Time
Applications close: Pacific Daylight Time

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