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Academic Resources and Planning Specialist - Administrative Analyst/Specialist Exempt II

California State University, East Bay
California, United States
$4,750.00 - $5,250.00
Posted Date
Jan 19, 2022

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Position Type
Administrative, Academic Affairs, Other Academic Affairs
Employment Level
Employment Type
Full Time
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The starting salary placement depends on qualifications and experience and is anticipated to be in the range of $4,750.00/month to $5,250.00/month.

Cal State East Bay offers a broad range of benefits that includes medical, dental, vision, retirement (CalPERS), 401k, 457, 403(b), dependent and health care reimbursement accounts, life insurance, vacation and sick, 13 paid holidays, one personal holiday and tuition fee waiver.

For more information on the benefits program, please visit


Cal State East Bay's beautiful main campus is located in the Hayward hills with panoramic views of the San Francisco Bay shoreline. Situated above the city of Hayward, the campus offers an ideal setting for teaching and learning and yet easy access to the many cities along the bay. The University has a satellite campus in Concord, a professional development center in Oakland and a significant presence online. Founded in 1957, Cal State East Bay is one of 23 universities of the California State University system (CSU). With an enrollment over 15,800 students, Cal State East Bay is recognized as a regionally engaged and globally oriented university with a strong commitment to academic innovation, student success, engaged and service learning, diversity, and sustainability.


This position is responsible for the planning and coordination of class scheduling, the hiring of instructors across departments and offices within the Division of Academic Affairs, budget development, and resource coordination. When required, this position provides additional support to its counterparts, the Academic Resource Specialist and the Academic Planning Specialist.  


Academic Planning

  • Work closely with the Associate Provost, or other designated leadership to prepare and produce – upon request and at regular intervals – models, reports, tools, and other materials pertaining to University-wide enrollment projections, state-support and self-support, through proactive and regular coordination with a variety of stakeholders; this includes, but is not limited to, the following offices:
  • Institutional Effectiveness and Research
  • Admissions
  • University Extension
  • University Budget Office
  • Academic Programs and Services
  • Colleges
  • Monitor faculty governance activities for changes in academic programming that require updates in planning across the University.
  • Liaise with other departments such as those listed above to see that changes in academic programming are known and appropriate coordinated adjustments in operations are executed by responsible parties; examples of these actions include, but are not limited to:
  • Changes to the chart of accounts resulting from departmental mergers or splits
  • Changes to dimensional data within PeopleSoft, the Data Warehouse, or other data store
  • Academic Scheduling

    • Intake, process, and execute requirements and requests for the use of state-operated facilities for instructional use through the process known here forward as “academic scheduling.”
    • Capture and assess requirements for classes and coursework of all types to ensure request fulfillment.
    • Serve as the primary contact between the requestor and the university, facilitating communication between respective campus departments and the requestor to ensure request requirements are captured fully and can be executed in accordance university policies and procedures.
    • Provide recommendations for optimal space usage through the analysis and reporting of space utilization respective to FTES production (or other resource metric designated by management).
    • Maintain master calendar for academic scheduling.
    • Liaise with other departments such, but not limited to, Academic Programs and Services and Student Systems to ensure class instruction is scheduled with accuracy and fidelity according to catalog data, PeopleSoft, or other official data sources.
    • Liaise with Institutional Research on the analysis and reporting of data pertaining to course scheduling and submissions of campus data for the academic planning database (APDB) reporting process.
    • Operate, maintain, update, and override (when necessary) tools used to automate the scheduling of classes and coursework of all types.
    • Coordinate and work closely with the Facilities Reservations coordinator on the use of space for instructional and non-instructional use.
    • Analyze and evaluate the effectiveness of existing policies and procedures for instructional and non-instructional use of facilities.
    • Serve as a University-wide resource for issues pertaining to space use for instruction.
    • Create, execute, modify, and assess business processes and workflows - and the tools required therein - to ensure successful and efficient operations in coordination with Facilities Reservations. Examples of the tools required for facilities reservations includes, but is not limited to, scheduling software such as R25 and 25Live.
    • Create, maintain, and modify training materials for university employees on the use of tools for academic scheduling and facilities reservations.
    • Regularly train and re-train university employees on the use of tools for academic scheduling and facilities reservations and facilities reservations.
    • Liaise with Information Technology or other departments to ensure fidelity and accuracy of tools used; ensure changes or updates occur so that tool functionality is not compromised.
    • Ensure procurement and renewal of new or existing tools.

    Instructional Contracts and Faculty Workload

    • Remain current with all pertinent policies and procedures.
    • Verify appropriateness of proposed salary, salary grade, time base, and workload.
    • Maintain access to documentation/records to ensure accuracy of contracts and related payments.
    • Review, reconcile, and process effort/workload data to financial records across multiple platforms and sources, including (but not limited to) Labor Cost Distribution, the general ledger, and the Academic Planning Database.
    • Liaise with Department offices, College administrations, Human Resources, Payroll, and other offices to ensure timely, accurate, and compliant submission of all instructional contracts.
    • Monitor, report, and ensure compliance with Unit 03 and Unit 11 contracts, particularly those provisions pertaining to appointment (academic year and summer term), workload, salary, leave, and additional employment under the direction of the Director of Compliance and Standards (or designee).
    • Develop job aids and other materials required for training employees.
    • Train employees on a routine basis, proactively reaching out to new employees (or their managers) to schedule training.

    Budget Development and Fiscal Coordination

    • Assist with development of operations budgets in alignment with strategic goals.
    • Assist with development of special initiative and project budgets including conducting cost analysis and necessary research to support various funding proposals.
    • Evaluate/predict financial impact of new policies and regulations.
    • Develop financial models, and templates; run financial simulations given specific conditions; report on results.
    • Conduct analysis of data to project likely fiscal outcomes and report on findings.
    • Ensure accuracy of allocations, transfers, distributions, and reimbursements.
    • Prepare budget journal entries and supporting documentation.
    • Interpret and apply Education Codes, CSUEB and system-wide policies, and executive orders as they pertain to fiscal administration.
    • Accountable for areas’ compliance with all Education Codes, CSU/CSUEB policies, executive orders and reporting requirements associated with various types of funding.
    • Prepare documentation and narrative in response to audit requests.
    • Serve as the primary contact for all departmental financial inquiries.
    • Reconcile financial data and assume responsibility for results.
    • Execute financial transactions and assume accountability for precision and efficiency.
    • Evaluate/predict impact of new policies and regulations on internal processes.
    • Maintain and execute fiscal authority for all department funds.
    • Ensure compliance with documentation/records requirements of various funding types.
    • Develop and implement workflow and procedures in alignment with CSUEB policies/processes.
    • Provide training to areas’ personnel regarding administrative processes.
    • Review and approve requisitions, procurement card reports, expense claims, etc.
    • Develop job aids and other materials required for training employees.
    • Train employees on a routine basis, proactively reaching out to new employees (or their managers) to schedule training.

    Additional duties as assigned

    • Assume duties of the Academic Resource Specialist and the Academic Planning Specialist as needed.


    • Experience with automated financial systems, complex spreadsheets, databases, and database query tools.
    • Ability to work with copious amounts of complex data.
    • Demonstrated expertise in and advanced knowledge of principles, problems and methods of public and business administration and operation and fiscal management.
    • Exceptional written, communication, and interpersonal skills, with demonstrated collaborative experience.
    • Advanced/expert level Excel.
    • Ability to learn and utilize all necessary software, hardware, tools, applications, etc. required of position.
    • Ability to interpret and integrate complex data and information to develop financial plans and conduct analysis.
    • Ability to utilize appropriate methods of analysis and research to determine fiscal impact.
    • Ability to train others to procedures and processes.
    • Strong internal initiative with the ability to independently complete, review and report on work tasks, and the capacity for self-direction and self-correction.
    • Ability to manage multiple and conflicting deadlines and priorities. 


    • Bachelor’s degree in Business Administration or related field and/or equivalent combination of education and administrative work experience.
    • General knowledge and skills in the applicable administrative and/or program field with a foundational knowledge of public administration principles, practices, and methods. 


    • Bachelor’s degree in Business Administration or related field, with a concentration in public or business administration, Accounting, or Finance.
    • At least 5 years of experience in financial environment such as bookkeeping, budgeting, and accounting.
    • Thorough knowledge of CSUEB and CSU financial/budget/accounting/purchasing/payroll policies and procedures.
    • Advanced knowledge and understanding of CSU online accounting and financial reporting systems (including CFS PeopleSoft and Data Warehouse). 


    Satisfactory completion of a background check (including LiveScan, as appropriate), that may include, but is not limited to: criminal records check, verification of academic credentials, licenses, certificates, credit history, professional references and/or verification of work history is required for employment.  Cal State East Bay will issue a conditional offer of employment to the selected candidate, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Unsatisfactory results may also affect the continued employment of current Cal State East Bay employees who were conditionally offered the position.

    All background checks are conducted through the university's third party vendor, Accurate. LiveScan is conducted through the University Police Department.


    As an Equal Opportunity Employer, Cal State East Bay does not discriminate on the basis of any protected categories: age, ancestry, citizenship, color, disability, gender, immigration status, marital status, national origin, race, religion, sexual orientation, or veteran's status. The University is committed to the principles of diversity in employment and to creating a stimulating learning environment for its diverse student body.


    All California State University campuses, including Cal State East Bay, are smoke and tobacco-free.  For more information, please visit our website at

    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, the Cal State East Bay Annual Campus Security Report is available at:


    Cal State East Bay is not a sponsoring agency for Staff or Management positions and we are not an E-Verify employer.


    The incumbent in this position may be considered a mandated reporter under the California Child Abuse and Neglect Reporting Act and will be required to comply with requirements set forth in the CSU Executive Order 1083 as a condition of employment.


    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 and questions may be sent to


    To apply to the position, please visit  Click on Faculty, Staff and Management Employment Opportunities.


































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