Catalog and Scheduling Specialist
Administrative Analyst/Specialist Non-Exempt
Job #: MB2009-PC1626
Open until filled. Application Screening Begins:
California State University, Monterey Bay is distinctive in serving the diverse people of California, especially the working class and historically underserved communities. The identity of the University is framed by substantive commitment to a multilingual, multicultural, intellectual community which enables students, faculty and staff to cross institutional boundaries for innovative instruction, broadly defined scholarly and creative activity, and coordinated community service.
CSUMB is an equal opportunity employer and committed to building a pluralistic university by hiring personnel with competencies and experience related to the regional and State population.
ESSENTIAL JOB FUNCTIONS:
Under the general supervision of the Manager of Academic and Centralized Scheduling Office (ACSO), the Catalog and Scheduling Specialist is responsible for independently performing the full range of varied and complex technical, administrative, and clerical assignments in support the day-to-day operations of the ACSO.
- Inputs data into CMS catalog in preparation for schedule building. Verifies database information; i.e., course number, title, credits, requisites (co- and pre-), registration restrictions, course level, Service Learning indicator, CS # (schedule type), Higher Education General Information Survey (HEGIS) code, special permissions, course fees, footnotes, etc., via the Senate Course Consent and Approval document and/or researches existing course information to complete verification. Performs audits in the course-related student information system CMS and university scheduling (Resource 25 - R25). Provides database management support to academic departments with the utilization of the systems' functions. Assists in various other technical-related activities including basic database querying (Hyperion).
- Creates and maintains new CMS course records that include course description and inputs changes as necessary. Per semester, maintains a log (hard copy and electronic) of new courses and course change information into the Curriculum Tracking Spreadsheet. Creates permissions for new faculty and advisors in CMS, in conjunction with Academic Personnel and Human Resources.
- Creates and maintains catalog information in a complex student information system database - Oracle-PeopleSoft/Common Management System baseline information system (CMS). Reviews, logs, inputs/ creates, and maintains approved course information into CMS as prescribed by the Course Consent and Approval Process policies and procedures.
- Assists over 30 academic department support staff with regards to course setup in student information database. Interacts with all academic department support staff regarding catalog questions, input of section data (schedule-building) by department staff. Makes recommendations for inputting course information into class schedule. Collaborates with other university offices that support student class registration in accomplishing scheduling or department related tasks.
- Assists ACSO Manager in disseminating information to deans, department chairs, and academic department support staff with regards to approved new courses, course changes, and entry dates for the CMS schedule module.
- Assists Academic Scheduler by running audit queries in preparation for reporting course sections and faculty workload, and with data cleanup for reporting to the Chancellor's Office.
- Organizes and maintains the daily office operations. Establishes and maintains effective office workflow carrying out routine support tasks including greeting and screening visitors and telephone calls from a wide variety of public contacts. Processes mail, initiates and tracks work orders. Maintains central file system and student records for both printed and electronic documents, as well as confidential files and correspondence. Prepares purchase requisitions; receives and organizes supplies for storage and/or distribution; reviews and confirms accuracy of invoices for approval of payment. Prepares, maintains, and submits various payroll and personnel forms/documents. Processes monthly vouchers, etc.; assists with travel arrangements; prepares and processes travel claims. Coordinates meetings and agenda items. Attends meetings and takes summary notes.
- Assists in the production of the university academic calendar; calculating faculty workdays and instructional days, logging, and inputting university academic calendar information into Chancellor's calendar database.
- Collaborates with other university offices (Admissions and Records, Facilities Services, University Advancement, Conference and Event Services, Technical Support Services, Information Systems etc.) in accomplishing scheduling related tasks.
- Maintains, tracks and reconciles office budget expenditures in a timely manner; gathers information for new budget preparation. Provides budget status reports as requested. Works with and applies a wide range of university policies and procedures.
- Interprets and applies specific operating policies and procedures in organizing, monitoring and performing the administrative activities of the department; facilitates the accomplishment of the work of the department by providing, obtaining and coordinating services. Works independently in exercising considerable discretion and judgment in performing the assigned work. Communicates policies and procedures correctly and with proper application.
- Assists in monitoring classroom usage and maintenance. Provides support for the various building manager duties for spaces assigned to Academic and Centralized Scheduling office.
- Maintains web links and websites for academic calendars, class schedule, and Academic and Centralized Scheduling.
- Performs other job-related duties and special projects as assigned.
KNOWLEDGE AND ABILITIES:
Working knowledge of academic scheduling in higher education and budget policies and procedures. Must be knowledgeable and able to recommend procedures to be followed regarding courses and instructional space usage. Working knowledge of and ability to apply standard theories, principles, practices and techniques applicable to a university environment; and the ability to develop conclusions and make recommendations. Experience to be fully functional in all technical aspects of work assignments. Thorough, detailed knowledge of applicable university infrastructure, policies, and procedures. Thorough knowledge of English grammar, punctuation, and spelling; office systems; and ability to use a broad range of technology, systems, and packages.
Ability to independently handle multiple work unit priorities and projects; apply independently a wide variety of policies and procedures where specific guidelines may not exist; perform standard business math, such as calculate ratios and percentages, track financial data, and make simple projections; draft and compose correspondence and standard reports; communicate verbally and in writing in a professional, persuasive, and tactful manner; handle effectively a broad range of interpersonal contacts, including those at a higher level and those sensitive in nature; maintain confidentiality and work with sensitive information; prepare information in appropriate forms for different audiences; maintain complex records and files; establish and maintain cooperative working relationships within a diverse academic environment.
MINIMUM QUALIFICATIONS AND EXPERIENCE:
Equivalent to graduation from a four-year college or university AND two (2) years of technical or administrative experience which involved budget development and analysis, and the study, analysis and evaluation leading to the development or improvement of administrative and budget policies, procedures and practices. A graduate degree in a related field may be substituted for two years of the required experience. Additional experience, which has demonstrated the requisite skills and abilities, may be substituted for required education on a year-for-year basis.
SPECIALIZED SKILLS REQUIRED:
Thorough knowledge of office systems and ability to effectively use a broad range of technology, systems, and packages. Exceptional customer service skills. Demonstrated ability to address the essential functions associated with this position including the knowledge and abilities identified above.
Technical fluency with Oracle-PeopleSoft/CMS baseline system, BANNER, Resource 25 space scheduling system, Microsoft Office Suite, Google email and calendaring systems, and Hyperion (Brio). Knowledge of university operations, programs, and procedures; preferably in regards to academic and centralized scheduling. Highly desirable: Demonstrated understanding of and commitment to the CSUMB Vision Statement and the core values of applied, active, and project-based learning activities; interdisciplinary; multicultural and global perspectives; technological sophistication; service learning; ethical reflection and practice; and collaboration. Experience working with a diverse and multicultural population and performing community services.
Office environment with standard equipment and tasks. Position requires working at a computer/video display terminal and desk for extended periods of time. May require travel between campus offices and off-campus locations.
$3,245 - $5,193 per month. The anticipated hiring salary is at entry level. We also offer access to affordable campus housing, CEHI Campus Rentals, and an attractive employee benefits package, CSU Benefits R09.
Effective August 1, 2009 through June 30, 2010, this position will be subject to two furlough days per pay period in order to help address the significant reduction in state General Fund support for the California State University system. A furlough is a mandated period of time off without pay. Furloughs differ from salary reductions and pay cuts in that they are temporary and do not affect employment status, health benefit eligibility or pay rate for retirement benefits. The salary range listed above does not reflect the furlough salary. During the furlough period, the salary offered to the successful candidate will be temporarily decreased by approximately 9.23% per pay period.
A completed online application and resume must be received in the Human Resources Office BY 5:00 P.M. ON WEDNESDAY, NOVEMBER 18, 2009, TO BE GUARANTEED A REVIEW. 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.
For assistance or if you require an accommodation, please call (831) 582-3389, or TDD at (800) 735-2929. For computer/online access you may visit the Tanimura & Antle Family Memorial Library (map) or our Student Services Building – first floor (map). Please check the links provided for the respective hours and the location of each site. CSUMB will not fax application materials.
CSUMB is an EEO employer committed to excellence through diversity.
All employees must be eligible for employment in the U.S.