Job Details

Senior Administrative Analyst (Administrative Analyst/Specialist, Exempt I)
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Position Number: 1763379
Location: Rohnert Park, CA
Position Type: Secretary and Administrative Assistants

Senior Administrative Analyst (Administrative Analyst/Specialist, Exempt I)
Sonoma State University

Job ID: 104966
Location: Sonoma State University (Rohnert Park, CA)
Full/Part Time: Full-Time
Regular/Temporary: Regular

Department Name
School of Business and Economics

Salary and Benefits
Starting salary placement depends on qualifications and experience and is anticipated to be in the range of $3,897 to $4,750 a month.

This position is eligible for a broad range of benefits, including medical, dental, vision, life and disability insurances, retirement (CalPERS), tuition waiver, vacation and sick leave. In addition, 14 paid holidays are offered each year; 13 scheduled on specific days and a Personal Holiday that may be taken any time during the year.

A comprehensive benefits summary for this position is available online by clicking the View Benefits Summary link or by request from SSU Human Resources.

Application Deadline
This position is open until filled. For full consideration, please submit application, along with cover letter and resume, by 8am on January 21, 2020. Please refer to the Application Process section of this posting for additional details.

Conditions of Employment
This is a full time, exempt position, which will lead toward permanent status following the successful completion of a probationary period.

Responsibilities
Sonoma State University is committed to achieving excellence through teaching, scholarship, learning and inclusion. In line with our Strategic Plan and our Seawolf Commitment, our values include diversity, sustainability, community engagement, respect, responsibility, excellence and integrity. We strive to cultivate a community in which a diverse population can learn and work in an atmosphere of civility and respect. We encourage innovation, experimentation and creativity, as well as contributions to equity and inclusion, in the pursuit of excellence for all members of our university community.

Reporting to the Director of Business and Operations, and in support of the Managing Director of Academic Programs, Department Chairs, and the Academic and Career Services Advisor, the Senior Administrative Analyst serves as a senior administrative staff member providing lead work direction to administrative and student support operations of the Undergraduate Office in the School of Business and Economics (SBE). The incumbent provides oversight and organization for the SBE's undergraduate programs; works on student- and faculty-centric projects, often of a sensitive and confidential nature, with broad and visible impact, often in coordination with colleagues from other departments; makes recommendations related to operational and policy matters and evaluates work procedures; interprets and applies specialized policies and procedures to student services; and is accountable for the reconciliation of a range of operational and administrative problems that may require research, analysis, and ingenuity to solve. The incumbent interacts regularly with students, faculty, staff, and school visitors in order to provide the highest level of service and support.

Major duties of this position include, but are not limited to, the following:

Academic Program Administration
- As the Scheduler for the School, schedules undergraduate and graduate courses and assists Department Chairs and Program Directors in schedule creation and management. Develops recommendations and conclusions regarding schedule implementation and management; analyzes schedule and schedule needs for department.
- Oversees and supports student registration processes; works with Department Chairs in managing course enrollments including creating, issuing, and tracking enrollment permission numbers and managing course petitions.
- Performs complex analysis of registration processes in order to ensure accuracy; creates and prepares enrollment reports to assist School Leadership with forecasting and planning; provides program research and analysis, and recommendations.
- Coordinates and analyzes University Catalog Changes and Master Catalog Course Change Forms to ensure changes are appropriately accounted for from admission to the major through graduation.
- Develops internal registration calendar and ensures all prerequisites and permissions are accurate on courses.
- Serves as back up to the Administrative Coordinator to ensure student PeopleSoft groups are maintained, loaded, and are active/inactive in coordination with registration and graduation.
- Prepares and evaluates reports for Faculty Affairs and Academic Affairs, i.e. faculty workload, FAD, enrollment reports, etc.
- Creates contracts for lecturers and temporary faculty, and creates and submits appointment paperwork for additional faculty employment.
- Researches and develops faculty workload in PeopleSoft and tracks faculty attendance.
- Oversees new faculty onboarding processes.

Front Office and Student Services
- Oversees the day-to-day service operations of the SBE Undergraduate Office, and provides lead work direction for front office staff to ensure productivity and operational success.
- Researches, develops, and evaluates operational policies; utilizes knowledge base in order to develop recommendations and conclusions for efficiency and process improvement.
- Provides project leadership and engages in complex analysis of student services and front office operations in order to meet strategic goals and initiatives.
- Provides front line reception and student support services for the SBE Undergraduate front office as needed, ensuring students, faculty, staff, and visitors are fully-supported administratively.
- Recruits, trains, mentors, and evaluates the performance of student assistants; facilitates student assistant recruitment and compensation; and coordinates the hiring, onboarding, and hour reporting of student assistants and instructional student assistants for the office and SBE faculty.
- Oversees the scheduling of student appointments with Department Chairs and the Pre-Business Academic Advisor using LoboConnect and/or department calendars.

General Office Administration
- Assists in the development and implementation of department projects, goal, standards, procedures and business processes. Develops operational and procedural recommendation based on research and evaluation.
- Updates and maintains the School's online content, including information posted on the SBE website and Google Drives.
- Works with the marketing department and other relevant stakeholders to update and maintain the Undergraduate Program website, online forms, and curricular content.
- Oversees the purchase and maintenance of office supplies and equipment; serves as the School's inventory point of contact for Campus IT as needed.

Performs other secondary duties as assigned.

Duties will primarily take place in an office setting however additional duties may be performed in various locations on the Sonoma State University campus, including working both indoors and outdoors to support and participate in university activities and events. The normal work schedule is Monday through Friday aligned with regular campus hours. As an exempt employee you have some flexibility in your schedule however must be available during the regular campus hours Monday through Friday to meet the operational needs of the campus and department. Evening and weekend hours may be required and will be specified only by the supervisor to meet operational needs. The incumbent must maintain regular and acceptable attendance at such levels as is determined by the Appropriate Administrator. The position may require occasional travel, by automobile and airplane, and the incumbent must be able to work some night and weekend hours with overnight stays.

Qualifications
This position requires a 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, plus two years of related experience. Prior office coordination experience is required, with experience providing lead work direction for administrative operations in a higher education environment preferred. Professional experience in higher education student services and knowledge of academic degree programs and requirements, including Business Administration and Economics undergraduate degree programs and requirements and CSU or SSU policies and procedures, is strongly preferred. Intermediate proficiency with computers and Microsoft Office Suite (PowerPoint, Word, Excel) is required. Working knowledge of Google Suite, PeopleSoft, LoboConnect, Salesforce, Drupal, OnBase, and/or other Student Information Systems (SIS) is preferred.

In addition, the incumbent should possess the following:
Working knowledge of and ability to apply standard theories, principles, practices and techniques applicable to SBE undergraduate programs to develop conclusions and make recommendations; through knowledge of policies, procedures and outside regulations pertaining to SBE undergraduate programs; 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 programs 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 procures and provide lead work direction; possess excellent interpersonal and communication skills; demonstrated experience serving students from diverse socioeconomic, cultural, and ethnic backgrounds; and demonstrated resilience to a changing work environment.

The incumbent must possess excellent interpersonal and communication skills and be able to provide outstanding customer service to students, staff, faculty, and visitors while working in a professional, fast-paced environment. Demonstrated resilience to a changing work environment is highly preferred. Must have the ability to effectively communicate with all levels within the university and establish and maintain productive and effective, inclusive working relationships amongst diverse populations including staff, faculty, administration, students, and other internal and external constituents. Must be able to accept constructive feedback and work cooperatively in group situations.

Application Process
Click the "Apply Now" to apply to this position, materials submitted with your application will not be returned. For questions related to the application process, please reach out to Human Resources (hr@sonoma.edu | 707.664.3100).

Qualified candidates must submit the following to be considered:
1. Cover Letter and Resume - application system only allows one document to be uploaded, so cover letter and resume must be included in the same MS Word or PDF file (file name should not contain any spaces or special characters)
2. Online Employment Application (complete entire application, resume/cover letter will not substitute for any part of the application)

A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current employees who apply for this position.

The ADA Coordinator is available at 707.664.2664, to assist individuals with disabilities in need of accommodation during the hiring process.

Other Information
Equal Employment Opportunity: The University 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.

Mandated Reporting: This position may be 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.

About Sonoma State University
Sonoma State University, located 48 miles north of San Francisco, is one of the 23 campuses of the California State University. Sonoma State University is a liberal arts institution with an enrollment of approximately 10,000 students and 530 full-time and part-time faculty. Our beautiful campus is located in Rohnert Park, at the foot of the Sonoma hills in the Wine Country.

Sonoma State University is proud to be a smoke-free campus, where smoking and other uses of tobacco products, such as smokeless tobacco, the use of e-cigarettes and similar devices, are prohibited.

Sonoma State University's Jeanne Clery Act Annual Security Report is available at http://www.sonoma.edu/ps/about/jeanneclery.html; Annual Campus Housing Fire Safety Report is available at http://www.sonoma.edu/housing/general-info/emergency-prep/fire-safety.html.

Contact Information
Sonoma State University
Human Resources
Main (707) 664-3100
Fax (707) 664-3196
1801 East Cotati Avenue
Rohnert Park, CA 94928
hr@sonoma.edu