Administrative Analyst (Administrative Analyst/Specialist Exempt I), New Student Orientation and Family Programs

Job Summary:

Under the general direction of the Director of New Student Orientation & Family Programs, the Administrative Analyst/Specialist (AA/S) provides day to day administrative support to all program areas within the Office. The incumbent applies varied or specialized analytical and administrative expertise to support strategic planning, fiscal management, and the effective implementation of program goals. This position plays a key role in ensuring operational efficiency, fiscal accountability, and compliance with CSU and campus financial policies.

Duties and Responsibilities:

• Serve as the lead fiscal analyst and program administrator for New Student Orientation and Family Programs, leveraging analytical and technical expertise to drive strategic financial planning and align resources with program goals.
• Independently prepare, evaluate, and manage annual and mid-year budgets for operations and personnel, including analysis of expenditures, obligated funds, and year-end projections across state, auxiliary, student fee, philanthropic, and grant sources.
• Oversee and reconcile multiple funding streams to ensure fiscal accountability and compliance with CSU, campus, and divisional policies; conduct complex financial reviews and develop detailed reports such as cost-per-program and per-student analyses.
• Partner with Financial Services, Procurement, and Accounting to manage requisitions, track purchase orders, process reimbursements, and administer program costs and fees.
• Exercise independent judgment in identifying fiscal issues, performing data analysis, and recommending solutions to the Director.
• Maintain the Director’s fiscal planning calendar and facilitate weekly budget review meetings to guide long-term financial strategies.
• Serve as the department’s personnel and payroll specialist, overseeing recruitment tracking, temporary staffing, and new employee onboarding.
• Audit and reconcile Compensated Time Off (CTO), absence management, and timekeeping records for all staff, emergency hires, and student assistants.
• Ensure timely and accurate payroll submissions in coordination with the Division Director of Operations and Fiscal Management and the Division Budget Analyst/Payroll Lead; maintain payroll trackers and timesheets for hourly and consultant staff.
• Monitor Federal Work Study (FWS) allocations to ensure appropriate fund distribution throughout the academic year.
• Track and reconcile employee leave balances (vacation, sick, holiday, CTO) to support payroll accuracy and compliance.
• Provide high-level administrative and analytical support to the Director, managing office operations, communications, and program logistics.
• Lead project execution for initiatives such as campaign materials for prospective/admitted students and serve as primary point of contact for stakeholders.
• Liaise with campus IT on inventory, hardware/software support, CIA clearance, and ticket resolution.
• Coordinate professional development activities, team meetings, and retreats, including agendas and meeting minutes.
• Manage procurement card activity, supply/equipment orders, and vendor relations.
• Supervise student assistants and admin staff; support onboarding and office setup for new hires.
• Collaborate with Strategic Enrollment Management and Marketing staff, serving as a resource on policies and procedures.
• Other classification related duties as assigned.

Minimum Qualifications: Required Education and Experience

• 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.

Required Qualifications

• Working knowledge of and ability to apply standard theories, principles, practices, and techniques applicable to the program and/or administrative specialty to develop conclusions and make recommendations.
• Thorough knowledge of policies, procedures, and outside regulations pertaining to the applicable program and/or administrative specialty.
• 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 problems with a broad administrative impact and