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Extended Education Admissions Analyst

California State University, Monterey Bay
California, United States
Salary Not specified
Start date
Jun 11, 2021

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Position Type
Administrative, Student Affairs, Admissions, Enrollment, Retention & Registrar
Employment Level
Employment Type
Full Time
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Extended Education Admissions Analyst

Classification: Information Technology Consultant - Foundation
Department Name: Office of Admissions
Job Number: MB2021-PC2706
Status: Open Until FilledApply today! Application Screening Begins Monday, June 28, 2021
Priority Screening Date: 06/27/2021
Recruitment Status: Apply today! Application Screening Begins Monday, June 28, 2021

Position Description:
Powered by an inspiring Founding Vision Statement, California State University, Monterey Bay (CSUMB) is a mid-sized comprehensive baccalaureate and masters granting university whose staff and faculty help transform student lives through a focus on student success and engagement through project-based learning, service learning in its regional community, and the promotion of multicultural and global perspectives on and beyond campus. CSUMB is both a Minority Serving Institution (MSI) and an Hispanic Serving Institution (HSI) and has a vibrant, diverse student body of over 7,600 students.

The university's Strategic Plan prioritizes inclusive excellence through recruiting and investing in the development of a diverse body of faculty, staff, and administrators. CSUMB's sustainability initiative is to be carbon neutral by 2030. The university's faculty and staff, many of whom live in the East Campus housing development, appreciate living and working so close to the shores of the beautiful Monterey Bay. As one of the 23 campuses in the California State University (CSU) system, CSUMB offers excellent benefits, including access to below market rate campus housing and competitive salaries for faculty and staff.


This is an entry level analyst position. Under the general supervision of the Associate Director of Admissions and Recruitment and direct day-to-day collaboration with the Lead Admissions Analyst and Extended Ed Coordinator, the Extended Education Admissions Analyst provides systems support/maintenance, business process analysis, and project management support for the primary Student Information Systems, Oracle Campus Solutions-Student, and On-Base content management software for Extended Education Programs. Working closely with the Lead Admissions Analyst, the EE Admissions Analyst will focus on maximizing the use of systems and applications within the Enrollment Services and Student Affairs (ESSA) division.

ESSENTIAL DUTIES AND RESPONSIBILITIES include, but are not limited to, the following:
  • Assists in preliminary evaluation of applications and data entry: Reviews applications for Extended Education degree programs including required data fields entered and all documents received, either in final or in-progress coursework, to make a determination on CSU and program eligibility. Provides support in data entry of all phases of the application processes as needed during peak processing time frames. This includes posting of transfer credit, ensuring data quality and integrity. Assisting in final admissions verification and file corrections.
  • Application Maintenance Support: As assigned, provides first level application support for Extended Education student information systems and applications such as Campus Solutions-Student (Oracle/PeopleSoft), On-Base Document Management, Campus Reporting (Hyperion), and Customer Relationship Management systems (CalStateApply) for Extended Education programs. Provides support to additional student systems as assigned. Addresses common problems of limited scope and refers moderate to complex problems to higher level analysts. Performs basic analysis, configuration, integration, implementation and maintenance of applications. Provides monthly user support training on application systems in use. Supports upgrades with the support of the Lead Admissions Analyst. Assists in developing required business processes, systems or technical documentation to maintain systems. Acts as first point of contact for production troubleshooting issues and provides liaison support between end-users and IT/vendor (e.g. Liaison). Disseminates system information. Creates operational graduate application queries and reports to sustain production activities. Assists with manual application and early entrant processing for Extended Education programs. Downloads and uploads data into CMS using batch processing. Performs quality control checks on all EDI transcript data, including: applications; OCR/EDI Transcript Delivery System; imaging software. All transactions must comply with criteria established by the CSU system and CSUMB practices and policies, as well as PeopleSoft Data Standards. Manually updates admissions checklist when necessary including; but not limited to: transcripts, test scores, application fees, and residency data. Assists with ERS panel data entry and ERSA/ERSS error reports and providing solutions for the errors.
  • Business Process Analysis & Project Planning: Consults with end-users, such as the Extended Education Admissions Coordinator, Extended Education Senior Director and Staff, and Undergraduate and Graduate Studies Office Staff to understand business processes (business process mapping), identifies gaps, defines business problems, analyze data, and collaborate on possible solutions. Gathers end-user requirements and clarifies expected outcomes to resolve business problems. Conducts research, evaluates industry examples and models, consults with lead/senior analysts and IT programmers as needed, prepares preliminary project proposals with lead analyst and reviews proposals with end-users for buy-in and support. Works to automate and improve graduate application processing and tracking, as well as evaluation tools. Confirms expected outcomes and project scope prior to creating a project plan in conjunction with Lead Admissions Analyst. Processes and performs quality control checks to ensure accuracy on all paper admissions documents; such as: applications, transcripts, and test scores. Performs follow-up audits to ensure the accuracy of the data entered into CMS and imaging software system.
  • Project Management: Works with lead analyst to develop projects and assists in monitoring projects through to completion. Works with lead analyst to clearly communicate project expectations: milestones, tasks, contributor roles, dependencies and timelines. Works with lead analyst to complete assigned tasks on time, assists in monitoring the progress of other team contributors, keeps management appraised of progress, issues or potential risks or delays that require managerial attention. Leads application processing and loading for EE.

  • Other Functions:

    Performs other job-related duties and special projects as assigned.

    Knowledge, Skills and Abilities:
    Knowledge of: Information technology systems and/or applications, including campus-wide systems, access procedures, networks and/or databases; data administration principles and techniques; training theory and practices.

    Skills: Proficiency in standard software packages; demonstrated interpersonal and communication skills.

    Ability to: apply consultative skills to assess user needs and provide appropriate support; analyze data requirements and research data availability and access methods; coordinate and implement data exchanges and conversions; develop and deliver technical training and user documentation; work with users to interpret needs and provide appropriate solutions.

    Minimum Qualifications:
    To enter this classification, a basic foundation of knowledge and skills in technical information systems and application program packages is a prerequisite. This foundation would normally be obtained through a bachelor’s degree in computer science, information systems, educational technology, communications, or related fields, or similar certified coursework in applicable fields of study. Foundation knowledge and skills for the Information Technology Consultant, depending on the nature of the position assignment, may include working knowledge of common software application packages, equipment platforms, reference database systems and sources, and training methods and a basic understanding of networks, data communication, and multimedia systems.

    Specialized Skills:
    Knowledge of Enrollment Services applications. Good oral and written communication skills, with the ability to communicate system/technical concepts and ideas to non-system/technical individuals when assessing needs and providing appropriate solutions. Solid customer service skills. Advanced proficiency in the use of Microsoft Professional Suite—especially PowerPoint, Word, Excel, etc.

    Preferred Qualifications:
    One to two years of progressively responsible experience using and supporting student information systems applications, such as Oracle-CMS (Campus Solutions/Student Administration), Banner, or Datatel. Knowledge of multiple Student Information Systems applications (any combination of records and registration, admissions, financial aid, or academic advising). Experience supporting Customer Relationship Management and Document Management systems. Knowledge of principles, practices, operational analysis and techniques applicable to enrollment management in higher education. Highly desirable: Demonstrated skills in the collection, interpretation, analysis and evaluation of data leading to the development or improvement of administrative policies, procedures, practices, and production support. Knowledge and experience with basic project management tools and techniques. Skilled in creating reports using a reporting language or tool, such as, Hyperion Studio or PeopleSoft Query. Skilled in using multimedia equipment and software, such as Adobe Illustrator, Photoshop, and Flash. Demonstrated understanding of and commitment to CSUMB’s Vision. Technical fluency with Banner, Oracle/PeopleSoft, CSU Common Management System or equivalent student information system; Microsoft Office Professional Suite, and Google mail and calendaring programs.

    Special Conditions of Employment:
    • All offers of employment are contingent upon the successful completion of a background check (including a criminal records check).
    • 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.
    • This position will have a duty to report to the Campus Title IX Officer information pertaining to victims of sex discrimination, sexual harassment, sexual misconduct, dating/domestic violence, and stalking as required by CSU Executive Order 1095.
    • This position has been designated as a sensitive position with access to and responsibility for detailed personally identifiable Level 1 confidential information about students, faculty, staff or alumni that is protected, personal or sensitive as defined in the CSU Information Security Data Classification Standards.
    • This position is required to comply with confidentiality requirements outlined in the Department of Education’s Family Educational Rights and Privacy and California’s Educational Code Chapter 13 regarding sensitive student issues.
    • Must possess and maintain a valid license to drive in the State of California, pass the Defensive Training Class, and be insurable under the University’s liability coverage.
    • May require occasional evenings and/or weekend work.


    Office environment with standard equipment and tasks. Position requires working at a computer and desk for extended periods of time. May require travel between campus offices and off-campus locations.

    There are components of this job which are deemed essential on campus. This position will primarily work on the main campus, with occasional work from home. This position requires working on campus with students. The health and safety of our students, faculty, and staff remain our highest priority. In the fall, students, faculty, staff, and the community can expect that masks will be required and that the appropriate degree of social distancing will be in place in all areas based on evolving guidance. Additionally, all students, faculty, and staff are encouraged to be vaccinated before coming to campus. All community members who work or attend class on campus should expect to participate in a random or periodic testing system. CSUMB will communicate more information about vaccination requirements and testing protocols when the details become available.

    Compensation and Benefits:
    • Type of Appointment: Full-Time, Probationary
    • Collective Bargaining Unit: R09 - Technical and Support Services (CSUEU)
    • Anticipated Campus Hiring Salary: Low $4,000’s/month
    • CSU Salary Range
    • FLSA Status: Non-Exempt

    CSUMB offers a premium benefit package that includes outstanding vacation, health, dental & vision plans; a fee waiver education program; membership in the California Public Employees Retirement System (CalPERS); and 14 paid holidays a year. For more information, visit: CSU Benefits R09. Additionally, University Corporation at CSU Monterey Bay provides access to affordable campus housing based on availability, visit: Employee Housing.

    How to Apply:
    To apply, visit

    For full consideration, applicants must complete the required online application prior to the priority screen date found at Application submissions received after the application screening date will be reviewed at the discretion of the University. Materials submitted become the property of CSUMB and will not be returned.

    CSUMB is not a sponsoring agency for staff or management positions.

    Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose by contacting University Personnel at (831) 582-3389. FAll employees must be eligible for employment in the U.S.


    CSUMB hires only individuals lawfully authorized to work in the United States and is an E-Verify employer. 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 University, Monterey Bay Annual Security and Fire Safety Report is available at:

    CSUMB is a smoke and tobacco-free campus.


    CSUMB is an Equal Opportunity Affirmative Action employer seeking to recruit and support a broadly diverse community of faculty and staff. We value and celebrate diversity in all its forms and strive to foster an inclusive culture built on respect that affirms inter-group relations and builds cohesion. We consider qualified applicants for employment for their anticipated contributions and without regard to race, color, religion, national origin, age, gender, gender identity or expression, sexual orientation, genetic information, medical condition, pregnancy, marital status, veteran status, or disability.

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