Administrative Business Specialist

Administrative Business Specialist

Job no: 519109
Work type: Staff
Location: Humboldt
Categories: Unit 9 - CSUEU - Technical Support Services, Probationary, Full Time, Library





Administrative Business Specialist

University Library
Job #519109
First Review Date: Wednesday, October 19, 2022

Open Until Filled

(Job #519109) ADMIN ANALYST/SPCLST I, Administrative Business Specialist, $3,518 - $6,791. Appointments are typically made at the beginning of the salary range. Salary is commensurate with qualifications and experience. This is a permanent, full-time, benefited, non-exempt, 12-month pay plan with a one-year probationary period in University Library. This position comes with a premium benefits package that includes outstanding vacation, medical, dental, and vision plans, life insurance, voluntary pre-tax health and dependent care reimbursement accounts, a fee waiver education program, membership in the California Public Employees Retirement System (PERS), and 14 paid holidays per year. Additional benefits information can be found at https://hraps.humboldt.edu/employee-benefits.

Now is an exciting time to join the University Library as we transition to Cal Poly Humboldt! Cal Poly Humboldt has been named the state's third polytechnic institution and the first in Northern California. Backed by a historic state investment, we're adding in-demand new academic programs, building new facilities, and growing our enrollment. Cal Poly Humboldt is a Hispanic-Serving Institution that strives to foster an inclusive and equitable community to support our students of diverse backgrounds. We are committed to achieving the goals of equal opportunity and endeavors to employ faculty and staff of the highest quality committed to working in a multicultural and multiracial community that reflects the diversity of the state. Additional information about Cal Poly Humboldt can be found at www.humboldt.edu.

Cal Poly Humboldt sits on the traditional homelands of the Wiyot people in what is currently called Arcata, CA. The Wiyot people call the area Goudi'ni (over in the woods). Cal Poly Humboldt was the first campus in the California State University system to offer a stand-alone major in Native American Studies.

Cal Poly Humboldt is committed to enriching its educational environment and its culture through the diversity of its staff, faculty, and administration. Persons with interest and experience in helping organizations set and achieve goals relative to diversity and inclusion are especially encouraged to apply.

Position Summary:

The Administrative Business Specialist will provide direct support to the office of the Dean of the University Library for the fiscal management and administrative operations of the library. The Business Specialist is responsible for the implementation of programmatic and administrative matters involving library assessment, budget planning, facilities, grant review, and procurement.

The Administrative Business Specialist is the lead for the Library Administration Student Assistants, has delegated responsibility for liaison with campus offices and external contacts on behalf of the Dean, and for tasks related to managing the budgetary resources and cost centers within the Library, and creates reports and analysis as requested by the Library Dean, and University Budget Office and Office of the Provost.

The position requires a high level of individual responsibility and accountability, both for following institutional procedures where applicable as well as designing and maintaining systems that serve internal Library needs. This position is expected to provide constructive and consultative support, and liaisons to a variety of offices across campus analyzing/evaluating. This position involves authoring, coordinating, organizing, processing, recommending, researching, managing projects, and reviewing data, documents, and reports.

Key Responsibilities:

Budget Management - Manages, plans, and administers a full range of administrative operational activities including; financial management, budget planning, reconciling expenditures, analysis to determine future resource allocations, and prepares short and long range planning. Maintains databases for the management of Library budgets, including university budget distributions and revenue in both general fund and foundation trust accounts, across salaries and benefits, operating expenses, and cost center allocations. Receive, reconcile, and analyze budget allocations from the Office of Academic Affairs (OAA); determine impact on the Library; advise the Dean and OAA. Prepare budget allocations for Library cost centers; advise and make recommendations to the Dean regarding criteria affecting those allocations. Monitor expenditures in all accounts under the jurisdiction of the Library;

Processes travel requests - Coordinates Concur travel plans and processes Cal Poly Humboldt travel requests for the Dean; prepares and completes travel expense reports and claims, monitors expenditures in OBI, and applies department and University travel policies and procedures to ensure compliance with regulations; coordinates travel plans for University Library guest speakers, and communicates library travel procedures to library employees and guests;

Analyzes historical spending patterns; evaluate needs, advise and consult with cost centers regarding budget projections, allocations and expenditures; prepare budget forecasts, including 'what if' scenarios. Advise on behalf of the Library when working individually or collectively with cost centers to resolve complex budget problems. Propose and implement new and innovative budget procedures as needed in the areas of cost center budget monitoring and fiscal organization. Provide advice and recommendations to the University Budget Office, Office of Academic Affairs, cost centers and the Dean based on broad and in-depth knowledge of Library financial administration. Review Library licenses and contracts. Participate in campus committees associated with fiscal matters. Provide timely and accurate budget and statistical data to the University, Chancellor's Office, Library Marketing & Outreach Team, and others as requested;

Assessment Management - Facilitates Assessment Team to gather and manage library assessment and statistics, as well as, manage assessment projects as needed. Coordinates responses to external requests for statistics. Collaborates with campus offices that collect and disseminate data. Works closely with Dean and Library personnel to provide necessary data for their scholarly research activities and grant applications. In collaboration with the Dean, develops, initiates, collaborates, and administers assessment projects, including quantitative and qualitative user and research studies, assessment data collection, and follow policies, such as Institutional Review Boards, and Data Management Plans, as needed;

Library Facilities and Project Manager - Performs administrative operations and project management activities focusing on accountability for operational and financial processes, human resources and space planning;

Assists in the development, documentation, and implementation of policies and procedures for financial processes within the library;

Monitors and maintains a welcoming library administration office;

Lead for Library Administration Student Assistants, conducts hiring, training, performance evaluations, and assigns projects, in collaboration with Library Office personnel;

Facilities liaison for Library building issues (safety, mechanical, custodial, emergency, keys); initiates, and follows up with work requests with Facilities;

Communicates and coordinates schedules with Facilities Planning & Design and other units regarding University Library facilities improvement and development projects as needed;

Communication; develops ongoing budget performance reports and analysis providing recommendations to department heads as needed, periodic assessment and budget reports and presentations to the library and other stakeholders;

Grant support - Supports library personnel, in collaboration with Sponsored Programs Office, on developing and managing library funding and grant applications and administration, developing grant budgets and budget reports. Organizes and prepares for mailing and submission, University Library Administration office grant applications, at the request of the Dean;

Assist Dean with long range library planning, and innovation and project management, including space planning and library renovations, and capital improvement projects;

Serves as the Project Manager supporting Library Dean and Access Services in the Emergency Preparedness of the library;

Maintains library office files and administration supplies, maintains and updates electronic files of office and library supply vendors, manages updates to records retention, orders supplies and maintains library supplies;

Equipment coordination of routine maintenance of and initiates and follows up with requests for service and repair of library equipment and computers, furniture, telephones, and printers; communicates with ITS Library liaison and maintains updated service and repair records;

Manages annual space utilization data gathering and analysis of library spaces, and periodic trend analysis;

As needed, review and process employee appointment documents, leave requests, separation documents, and retirement requests;

Consult with cost centers and the Dean, and advise in matters of classification, step, level and budget impacts of personnel appointments;

Supporting Library events and tours, in collaboration with library and campus partners, as well as, scheduling, planning, implementing, assessing various library events, conference and educational programming;

May support other library units during emergencies or staffing shortages.

Knowledge, Skills, and Abilities Associated with this Position Include:

Advanced knowledge of budgetary and fiscal processes, including CSU records retention and budget related policies

Understanding of accounting concepts and internal controls

Advanced communication skills: ability to effectively communicate in both oral and written form, with a variety of people at various levels across the institution and community

Ability to communicate flexible and solutions-oriented approaches to budget and projects

Strong organizational skills: ability to prioritize workload, organize workload and delegate tasks, as appropriate

Demonstrated project management skills: ability to manage projects and events

Demonstrated active listener with strong facilitation skills

Knowledge of grant writing and reporting

Demonstrated ability to research, understand, and adhere to institutional policies and procedures

Ability to supervise and train University Library Student Assistants and others

Ability to organize, modify, maintain overall budget management structure that serves library needs, including ability to read and understand other budget reports and statistics

Ability to create clear and concise analytical and budget reports and summaries

Attention to detail, and ability to investigate and problem solve budget related issues

Plan and organize a variety of projects and work with varying deadlines, coordinate multiple projects

Learn, read, interpret, and apply policies, regulations, rules, and write procedures as needed

Ability to handle multiple tasks and interruptions with efficiency and tact

Demonstrated experience working effectively with a diverse population

Demonstrated commitment and/or experience promoting and fostering a working (or learning) environment that is supportive of individuals from diverse backgrounds

Ability to communicate effectively with a diverse population

Demonstrated sensitivity to cross-cultural perspectives and experiences.

Minimum Qualifications:

Bachelor's degree in related area, and/or equivalent experience and training in administrative work in the area of budget management, project management, procedures, practices and policies.

Preferred Qualifications:

Advanced knowledge of or ability to quickly learn University processes, protocols and procedures for budget, account and fund management, personnel management, and relevant rules and regulations

Advanced knowledge of financial analysis and reporting techniques, budget management, and foundational knowledge of public administration principles, practices, and methods

Knowledge of a variety of administrative operation activities such as event planning, project management, risk management, and lead/supervision

High level of skill with Microsoft Excel and Access, knowledge of or ability to learn common University specific programs including; PeopleSoft, OBI, Questica, Concur, etc.

Advanced interpersonal communication skills to include verbal and written, active listening, critical thinking, and collaboration;

Strong customer service skills.

Application Procedure: To apply, qualified candidates must electronically submit the following materials via PageUp:

Letter of Interest

Resume or Curriculum Vitae

Contact information for at least three professional references

Application Deadline: The deadline to submit application materials for first review is 11:59 p.m. on Wednesday, October 19, 2022.

Any inquiries about this recruitment can be directed to careers@humboldt.edu or Cal Poly Humboldt's Human Resources Office at (707) 826-3626.

Working in the state of California is a condition of employment for this position. Even if part or all of an employee's assignment can be performed remotely, the employee must maintain a permanent residence in the state of California. The employee must be able to accept on-campus work assignment, as assigned, and come to campus when needed.

CSU requires faculty, staff, and students who are accessing campus facilities to be immunized against COVID-19 or declare a medical or religious exemption from doing so. Any candidates advanced in a currently open search process should be prepared to comply with this requirement. The systemwide policy can be found at https://calstate.policystat.com/policy/9779821/latest/ and questions may be sent to hr@campus.edu.

Cal Poly Humboldt hires only individuals lawfully authorized to work in the United States. 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 Poly Humboldt Annual Security Report is available at: https://clery.humboldt.edu/content/annual-security-reports.

CAL POLY HUMBOLDT IS NOT A SPONSORING AGENCY FOR STAFF OR MANAGEMENT POSITIONS (e.g. H1-B VISAS)

Evidence of required degree(s), certification(s), or license(s) is required prior to the appointment date. Satisfactory completion of a background check (including a criminal records check, employment verification, and education verification) is required for employment. Cal Poly Humboldt will issue a contingent off of employment to the selected candidate, which may be rescinded if the background check reveals disqualifying information, and/or if it is discovered that the candidate knowingly withheld or falsified information. Certain positions may also require a credit check, motor vehicle report, and/or fingerprinting through Live Scan service. Failure to satisfactorily complete or adverse findings from a background check may affect the employment status of candidates or continued employment of current CSU employees who are being considered for the position.

This position is a “designated position” in the California State University's Conflict of Interest Code. The successful candidate accepting this position is required to file Conflict of Interest forms subject to the regulations of the Fair Political Practices Commission.” In reference to the full disclosure letter, please refer to HR 2010-08.

Cal Poly Humboldt is committed to achieving the goals of equal opportunity and endeavors to employ faculty and staff of the highest quality reflecting the ethnic and cultural diversity of the state. Additional information about Cal Poly Humboldt can be found at www.humboldt.edu.

Cal Poly Humboldt is a Title IX/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, protected veteran status, or any other legally protected 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. This position may be considered a “Campus Security Authority”, pursuant to the Clery Act, and is required to comply with the requirements set forth in CSU Executive Order 1107 as a condition of employment.

Additionally, all CSU staff and faculty receive training annually on their obligations in responding to and reporting incidents of sexual harassment and sexual violence. You will be notified by email when you are required to take this mandated training.

Class Code:1038
Publication Date: September 27, 2022







Advertised: 27 Sep 2022 Pacific Daylight Time
Application Closes: Pacific Daylight Time

To apply, visit https://careers.humboldt.edu/hm/en-us/job/519109/administrative-business-specialist

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