hit counter

Administrative Analyst #554102330

  • University Enterprises, Inc.
  • Sacramento, CA, USA
  • May 25, 2024

Job Description

Administrative Analyst 

Education Insights Center (EdInsights) 

REQUISITION #554102330 

University Enterprises, Inc. (UEI) at Sacramento State is seeking an Administrative Analyst for Education Insights Center (EdInsights). EdInsights is a self-supporting unit of California State University, Sacramento. Established in 2001 as the Institute for Higher Education  Leadership & Policy and renamed in 2015, EdInsights is committed to research, evaluation, and capacity building related to practice  and policy with the goal of continually improving student success (defined as student learning, engagement, progression, and  completion). The work of the Center focuses on creating equitable opportunities and outcomes for California’s diverse student  population as students navigate into and through our systems of higher education in California, with a focus on California community  colleges and four-year public universities. The Center houses dedicated staff with diverse expertise across a spectrum of applied policy  research and analysis, evaluation, capacity building, writing, and communications. The efforts are proudly partnered with experts,  leaders, and practitioners from education, philanthropic organizations, and government. Through a collaborative approach, the work  has resulted in: ongoing improvement and evaluation of community college professional development, improved implementation of  community college pathways, research that pivotally informed the ongoing development of California’s statewide data system,  improved quality of education programs and policies, enhanced decision-making focused on equitable student success, and increased  cross-system connections that lead to more inclusive and collaborative policymaking and implementation. The Center’s efforts seek to  understand and address the institutional and systemic barriers students experience in their educational trajectories, with a focus on  students of color, students experiencing poverty, and students who are first in their families to attend college. EdInsights is committed to transforming our education systems and providing our diverse student population with what they need to thrive and succeed. 

RATE OF PAY: $23.63 - $35.45 per month 

BENEFITS: UEI offers an excellent benefits package that includes: 

  • UEI contribution to a TIAA retirement plan after one year of service 
  • Paid Vacation Time 
  • Paid Sick Time 
  • Paid Holidays – 14 paid holidays per year including paid time off the week between Christmas Day and New  Year’s Day as the CSUS campus is closed 
  • Excellent medical benefits – 100% employer-paid medical & dental for employee-only coverage and low cost for  family coverage 
  • Educational Assistance Program for employees and/or dependents 
  • View a comprehensive list of all of the benefits at https://www.enterprises.csus.edu/wp content/uploads/UEI_Benefits-At-A-Glance-Brochure_Projects.pdf

FILING DEADLINE: This position closes to new applicants on June 10, 2024 

APPLY ONLINE: To be considered, all applicants must apply through the UEI website at https://secure6.saashr.com/ta/6158859.careers?ShowJob=554102330. Applicants who apply outside of this link will not  be considered. 

CONDITIONS OF EMPLOYMENT: This position is a full-time, non-exempt (eligible for overtime pay), benefited position,  with a defined contribution retirement plan through TIAA. (The position is not covered under the California Public  Employees’ Retirement System.) Continued employment in this position is dependent upon funding and the mutual consent of University Enterprises and the employee, and either University Enterprises or the employee, can, at any time,  terminate the employment relationship at will, with or without cause. Program continuation is contingent upon funding. 

The selected candidate must furnish proof of eligibility to work in the United States. University Enterprises, Inc. is not a  sponsoring agency (i.e. H-1B Visa). 

It is strongly recommended that all University Enterprises, Inc. employees follow COVID-19 vaccine recommendations  adopted by the U.S. Centers for Disease Control and Prevention (CDC) and the California Department of Public Health  (CDPH) applicable to their age, medical condition, and other relevant indications. 

MINIMUM QUALIFICATIONS 

  1. Bachelor’s Degree in business, project administration, accounting, , or related field, or equivalent combination of  education and/or work experience. 
  2. Demonstrated experience in an administrative support position including current office methods, procedures,  and practices. 
  3. Experience planning and executing a range of meetings and events on various platforms, with multiple  participants, presenters, and vendors. 
  4. Strong analytical, mathematical, problem solving, and project management skills. 
  5. Demonstrated experience in bookkeeping procedures and practices and budget maintenance procedures and  practices. 
  6. Ability to perform business mathematics and statistics, analyze budgetary data, and make accurate projections  requiring inference. 
  7. Demonstrated experience with tools including project management (such as Trello), word processing (such as  Microsoft Word or Google Docs), spreadsheets (such as Microsoft Excel or Google Sheets), file management  (such as Box or Google Drive), web conferencing (such as Zoom or WebEx), and travel expense management  (such as Expensify and Concur). 
  8. Ability to learn new office support technology systems, software, and processes independently and quickly. 9. Demonstrated ability to work effectively and cooperatively with students and staff with diverse cultural  backgrounds. 
  9. Excellent oral and written communication skills, interpersonal skills, and skills to effectively function as part of a  team. Demonstrated ability to clearly answer routine questions and/or refer callers/visitors to appropriate  departments. 
  10. Excellent command of the English language including grammar, spelling, and punctuation. 12. Self-directed with the ability to plan, organize, coordinate, and perform work independently, function in a detail oriented capacity, adapt and respond effectively to change, and independently troubleshoot and resolve issues  as needed. 
  11. Demonstrated ability to prioritize many different tasks, determine the relative importance of each task,  complete projects accordingly, and work with deadlines and time pressure. 
  12. Experience in handling confidential materials. 
  13. Must pass a background check, which may include fingerprinting. Must continue to meet the established  standards. 

PREFERRED QUALIFICATIONS 

  1. Demonstrated experience in advanced spreadsheet use and visual presentation of budgetary and project  management data and information. 
  2. Demonstrated knowledge of grants and contracts processes. 

PHYSICAL REQUIREMENTS 

With or without reasonable accommodation: Sit for extended periods; frequently stand and walk; manual dexterity and  eye-hand coordination; corrected hearing and vision to normal range; verbal communication; use of office equipment  including computers, telephones, calculators, copiers, printers, scanners, and fax machines.

WORKING CONDITIONS 

Work is performed in an office environment; regular contact with staff, campus community, the public, and other  agencies. 

DUTIES AND RESPONSIBILITIES 

The position is responsible for supporting the fiscal, administrative, and operational health of EdInsights. This includes  services in the areas of meetings and event planning and project management. EdInsights and its projects are fast-moving  and constantly shifting, consequently the position must independently manage the rapidly changing environment. This  position will work closely with EdInsights staff and directors. The analyst reports directly to the Finance and Operations  Manager. It receives work direction from the manager and other center leads. The position may provide work direction  to student assistants and other administrative support staff. The position may also receive direction from the Executive  Director and Associate Director. 

The specific duties and responsibilities are as follows:  

  1. Carries out general office operations including EdInsights phones, mail, email, equipment, supplies,  subscriptions, and facilities. Provides staff with technical support and assists with logging service tickets as  needed. Initiates, tracks, and communicates with staff regarding center meetings, updates, and announcements. 
  2. Identifies and makes supply and equipment purchases within budgets and purchasing policies, researching  options, pricing, and product reviews. Maintains accurate inventories and organization of these items. Identifies  and researches vendors for office and project service needs. 
  3. Works under the direction of project directors (PD), Finance and Operations Manager, and sponsors on proposal  development, and with the Office of Research, Innovation, and Economic Development (ORIED) on the campus  proposal approval process. Includes preparing project budgets and proposal approval forms (PAFs) with PDs,  ensuring all materials for both processes are complete and meet sponsor and university requirements and  guidelines. Oversees processes through completion. 
  4. Coordinates with ORIED, sponsors, staff, and University Enterprises, Inc. (UEI) Sponsored Programs  Administration (SPA) to ensure review and execution of contracts/grants and any subsequent amendments as  new projects are funded and existing projects require changes. Under the project director, ensures compliance  with grant/contract requirements, including program reporting, invoicing/payments, deliverables and deadlines,  travel guidelines, budget management, data rights, and document retention. Gathers information on project  and expense statuses to prepare progress and final reports to sponsor. 
  5. Works with staff to ensure efficient operation as to resources, timelines, and deliverables. Uses project  management applications like Trello to track project work and ensure due dates and deliverables are met and  recorded. Utilizes tracking spreadsheets and other tools for collaboration and communication. May assist with  preparing/writing various written reports. Keeps records/files of these items. 
  6. Responsible for filing and maintaining all records and proper documentation of deliverables, expenses,  personnel forms, etc. as required by UEI, EdInsights, and its projects as necessary, with a focus on the  audit/retention requirements of the contracts and UEI. Performs data entry as needed. 
  7. Carries out the planning, scheduling, and execution of various meetings and events (in-person and virtual  formats). Includes planning space needs (setup, A/V, and supplies), catering, and travel needs are met. May  include contacting venues and other service providers to prepare and execute scopes of work and contracts as  needed by projects and leads. Communicates independently with meeting/event participants and speakers,  including communicating updates and announcements and handling inquiries. Helps project leads and/or  presenters to create, and/or print meeting agendas, presentations, surveys, and other materials. Works onsite  to ensure all logistics are executed as planned. Takes and distributes meeting notes as needed. 
  8. Acts as a liaison between project directors, UEI, and consultants/vendors to prepare and execute contracts and  amendments between UEI and consultants. Reviews and processes consultant invoices (time and expenses) and  tracks balances accurately. 
  9. Assists project directors with analyzing and evaluating grant/contract staffing needs, projecting future staffing  needs, and assisting in the development of new positions. Takes part in the hiring and supervision of  administrative support assistants and student staff. Serves on or assists hiring committees and may assist with  the preparation and submission of Human Resources and payroll-related forms. Provides staff onboarding and offboarding as needed, including workstation and computer setup and collection, establishing and terminating  email accounts, and access to various campus and online tools, and providing and collecting back business cards,  credit cards, etc. Ensures compliance with employment policies and procedures. 
  1. Assists Finance and Operations Manager with preparing university faculty and staff release forms and UEI  Faculty Agreements for additional employment on sponsored projects. Assists in processing related payments  and resolving any personnel expense-related discrepancies. 
  2. Prepares travel requests, advances, and claims for all staff travel, and ensures staff follow travel policies and  spending and guidelines. Makes travel arrangements for staff and others as needed. Collects receipts and proper  supporting documentation to prepare reimbursement requests for travel and other project/EdInsights-related  expenses. 
  3. Assists staff with obtaining UEI credit cards for work-related expenses, including travel. Ensures cardholding staff  follow guidelines, understanding allowable and restricted purchases. Follows a monthly deadline to gather credit  card statements, receipts/backup, and project info from staff. Assists with the preparation of payment  instructions as needed. 
  4. Works with project directors, Finance and Operations Manager, and SPA on a variety of fiscal administration and  monitoring activities for EdInsights and its projects as needed. Includes establishing, monitoring, and  reallocating project budgets, ensuring activities and expenses follow budget parameters and grant/contract and  UEI guidelines. Accurately logs and tracks project expenses and performs regular reconciliation of expenses to  UEI and University accounts. Researches and corrects any errors with UEI and the University. Prepares financial  reports internally and to funders and works with project directors to re-project and reallocate budgets to  support changes in project activities and needs. Assists UEI with sponsor invoicing when necessary. Tracks and  adheres to UEI and University fiscal year-end deadlines. 
  5. Performs other duties as assigned to ensure the success of EdInsights and its projects. 

Note: This position vacancy is with University Enterprises Inc., an auxiliary organization of California State University, Sacramento. This is not a  University position; the incumbent will be an employee of University Enterprises. University Enterprises operates commercial enterprises on the  California State University, Sacramento campus; it is responsible for grant and contract management and fiscal services for University research and  sponsored programs and provides fiscal services to University related agencies and activities. University Enterprises is a non-profit corporation  governed by a board of directors in conformance with the appropriate State of California codes and policy directives of the Board of Trustees and the  campus administration.

University Enterprises is an equal opportunity employer and is committed to an active nondiscrimination program. It is the stated policy of University  Enterprises that all employees and applicants shall receive equal consideration and treatment. All recruitment, hiring, placement, and promotions  will be on a basis of qualifications of the individual for the position being filled, regardless of race, color, religion, ancestry, national origin, age (over  40 years), sex, sexual orientation, marital status, medical condition (diagnosis or history of cancer)*, citizenship, veteran status, or physical or mental  disability. Any persons who feel that they have been discriminated against in connection with an application for employment should contact  University Enterprises' Director of Human Resources at (916) 278-7003. *As defined in Section 12926(F), Government Code 12990.  

***AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER*** 

In compliance with the Jeanne Clery Disclosure of Campus Security Police and Campus Crime Statistics Act, California State University, Sacramento  has made crime reporting statistics available on-line at www.csus.edu/police/cleryact.htm. Print copies are available in the CSUS library and by  request from the CSUS Office of Public Safety and the Office of the Vice President for Student Affairs. 


recblid 3z6m45ztbm2ya0ei4fytor2t923y1x

3z6m45ztbm2ya0ei4fytor2t923y1x