College Graduate Programs and Administrative Analyst/Specialist

College of Arts, Humanities and Social Sciences
Job #543161
First Review: Thursday, October 31, 2024

Open Until Filled

At Cal Poly Humboldt, bold hearts and open minds shape the future.

Founded in 1913, Cal Poly Humboldt began as a small college for teachers. Today Humboldt has grown into a comprehensive university with rigorous science and liberal arts programs. Designated a polytechnic in 2022, Cal Poly Humboldt provides hands-on, impactful educational opportunities that lead to meaningful, measurable outcomes for the individual, for the state, and the world.

Cal Poly Humboldt is proud to have over 6,000 students of all backgrounds spread across 61 majors, 13 graduate programs, and 4 credential programs — all of whom contribute passion and creativity within their fields and set the stage for a future grounded in equity and sustainability. Hands-on learning, inspired teaching, ground-breaking research, and thought-provoking creative activity happen daily at Humboldt.

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.

Finding a better future is a task for the bold and open, the down-to-earth and visionary. Cal Poly Humboldt strives to cultivate these qualities in leaders, innovators, and scholars in every field.

 

(Job #543161) Administrative Analyst/Specialist, College Graduate Programs and Administrative Analyst/Specialist, Salary Range: $3,879 - $7,488; Hiring Range: $3,879 - $4,800. This is a full-time, benefited, non-exempt, 12-month pay plan permanent position with a one-year/two-year probationary period in Department. 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.

 

Position Summary:

Under the work lead direction of the Associate Dean, work direction from the Dean, Associate Dean, and College Budget Analyst, the incumbent is responsible for administrative analyst/specialist support of the graduate programs in the College of Arts, Humanities, and Social Sciences. 

This position also provides leadership and expertise to the Administrative Support Coordinators and Administrative Support Assistants within the College including but not limited to onboarding and training opportunities and workload management. 

This position will also work on college-wide initiatives and projects with a specific focus in the areas of recruitment, enrollment, curriculum management, and student success.

 

Key Responsibilities:

 

Graduate Programs and College Recruitment Administrative Support

• Serve as a first point of contact for prospective students, applicants, and public for all college graduate programs (currently English, Anthropology, Environment and Community, and Sociology).
• Manage CAHSS graduate application processing, working closely with the Office of Admissions and Graduate Coordinators to ensure all applications are reviewed and processed in accordance with university policies. This includes verifying application completeness, troubleshooting issues, and assisting with applicant communication.
• Serve as the primary liaison between graduate departments in CAHSS and the Office of Admissions, facilitating streamlined communication and department-specific admissions needs.
• Provide organizational and administrative support for the graduate programs and faculty graduate program coordinators. This may include scheduling and attending meetings related to graduate program operations, planning graduate program events and field trips, monitoring graduate program email inboxes, coordinating graduate student community building efforts, coordinating onboarding processes for new graduate students.
• Lead recruitment for college programs following current best practices in recruitment. Coordinate and collaborate with Marketing and Communications, department chairs, graduate program coordinators, and other stakeholder offices and staff to promote college programs via mass mailings, social media, and other outlets, represent CAHSS graduate programs at recruitment fairs, conferences, and on-campus events, and facilitate the creation of new and/or updated recruitment materials.
• Provide support and coordination for college outreach to prospective students and recruitment efforts in collaboration with the Office of Admissions, Marketing and Communications and CAHSS department chairs.
• Coordinate with Enrollment Management to help facilitate Fall and Spring Previews, Orientation, and other recruitment events.
• Perform other graduate program support and recruitment administrative duties as needed and assigned.

 

College Wide Administrative Leadership Support

• Create an understanding of each CAHSS ASC/ASA current job expertise so additional training can be offered to create growth for current employees.
• Maintains current ASA/ASC training materials online and up to date.
• Coordinates with department staff and assists with completion of department academic support staff actions in the absence of the support staff.
• Provides general information, guidance, support, and problem solving to college-wide faculty and staff.
• Coordinates monthly meeting and training opportunities for CAHSS ASC/ASAs.
• Creates a sense of community and teamwork among the CAHSS ASC/ASAs.
• Understands and explains a variety of university, college, and department policies, procedures, and practices to students, faculty, and staff.
• Performs other college-wide support duties as needed and assigned.

 

Enrollment, Curriculum Management, and Student Success Administrative Support

• Maintains a working knowledge of the university’s course scheduling and curriculum management system and requirements and acts a resource for the Dean, Associate Dean, and departmental staff.
• Provides leadership and support for annual departmental scheduling planning process.
• Assists Associate Dean with enrollment management and curriculum planning processes including maintaining records related to course offerings and instructor workloads and has expertise in the use of data to support course planning and enrollment management.
• Performs other duties as assigned in support college enrollment and student success efforts.

 

Other Duties as Assigned

 

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

 

As listed in Classification Standards:

• Entry qualifications as described above.
• Working knowledge of general practices, program, and/or administrative specialty. Basic knowledge of and ability to apply fundamental concepts. Working knowledge of budget policies and procedures.
• Ability to learn, interpret, and apply a wide variety of policies and procedures relating to and impacting the applicable program, organizational unit, and/or administrative specialty.
• Knowledge of basic methods and procedures for research and statistical analysis and the ability to apply them.
• Ability to analyze data and make accurate projections using business mathematics and basic statistical techniques.
• Ability to organize and plan work and projects including handling multiple priorities.
• Ability to make independent decisions and exercise sound judgment.
• Ability to compile, write, and present reports related to program or administrative specialty.
• Demonstrated ability to establish and maintain effective working relationships within and outside the work group and serve as a liaison for the organizational unit.

 

As related to the major responsibilities for this position:

• Mastery of English grammar, punctuation, and spelling.
• Fluency in standard office support technology systems and software packages and willingness and ability to learn new software and related skills required to perform job duties effectively.
• Demonstrated sensitivity to cross-cultural perspectives and experiences.
• Ability to establish and maintain working relationships with staff, students, and faculty from diverse backgrounds.
• Ability to be proficient in performing multiple work assignments and projects independently.
• Ability to understand, interpret, apply and communicate policies and procedures independently, and use judgment and discretion to act when precedents do not exist.
• Ability to independently plan, organize, and coordinate day-to-day and long-range activities.
• Ability to clearly communicate orally and in writing and effectively compose correspondence and present own reports.
• Ability to understand problems from a broad perspective and anticipate the impact of office administration problems and solutions on other areas.
• Ability to troubleshoot most office administration problems and respond to inquiries and requests related to work area.
• Ability to effectively handle interpersonal interactions at all levels and handle highly sensitive interpersonal situations.
• Ability to use negotiation and interpersonal skills to solve problems, achieve objectives, and expedite projects.
• Ability to perform business math, analyze budgetary data, and make accurate projections requiring some inference.
• Ability to process sensitive and confidential information in a responsible and professional manner.

 

Minimum Qualifications:

Entry to this classification requires general knowledge and skills in the applicable administrative and/or program field with a foundational knowledge of public administration principles, practices, and methods. This foundation would normally be obtained through a bachelor's degree and/or 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.

 

Preferred Qualifications:

Education equivalent to a university/college degree and experience equivalent to five years of progressively responsible administrative support, experience in an academic office and educational setting with a diverse student population, working knowledge of PeopleSoft Campus Solutions, OBI, Drupal, social media platforms, 25Live, Google calendar and other Google programs, Campus Marketplace, CANVA, Adobe InDesign, and other software used by the campus,  recent demonstrated experience within the university system, and demonstrated customer service.

 

Application Procedure: To apply, qualified candidates must electronically submit the following materials by clicking the Apply Now button:

• Letter of Interest
• Resume or Curriculum Vitae
• Contact information for at least three professional references

Application Deadline: The deadline to submit application materials before the first review date is 11:55 p.m. on Wednesday, October 30, 2024.

 

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

We acknowledge that Cal Poly Humboldt is located on the unceded lands of the Wiyot people, where they have resided from time immemorial. We encourage all to gain a deeper understanding of their history and thriving culture. As an expression of our gratitude we are genuinely committed to developing trusting, reciprocal, and long lasting partnerships with the Wiyot people as well as all of our neighboring tribes. 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.

 

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 strongly recommends that all individuals who access any in-person program or activity (on- or off-campus) operated or controlled by the University follow COVID-19 vaccine recommendations adopted by the U.S Centers for Disease Control and Prevention (CDC) and the California Department of Public Health (CDPH) applicable to their age, medical condition, and other relevant indications and comply with other safety measure established by each campus. The systemwide policy can be found at CSU Vaccination Policy and any questions you have may be submitted to hr@humboldt.edu.

Cal Poly Humboldt hires only individuals lawfully authorized to work in the United States. 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 a condition of employment.

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 offer 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.

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. 

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: 10/17/2024