ADMINISTRATIVE ANALYST

ACADEMIC PROGRAM SERVICES

CLASSIFICATION: Level 2 / Class Code 2056 / Part-Time (20 hrs/wk) / Non-Exempt / Benefited / Represented

HIRING SALARY RANGE: $24.00 - $31.31 hourly (commensurate with qualifications) 

THE ROLE

Under the direction of the Administrative Manager of Academic Program Services, the Administrative Analyst is responsible for providing administrative and program support to faculty, faculty-led research and other programmatic centers and general administrative support to the academic program.  The Administrative Analyst will demonstrate excellent customer skills, possess superior organization skills and, maintains impeccable attention to detail.  He/she is capable of managing multiple deadlines and priorities, and is comfortable working in a fast-paced environment both independently and as a team player.

RESPONSIBILITIES

The Administrative Analyst will provide support to the faculty and to faculty-led centers and programs:

BUDGET SUPPORT & COORDINATION:

• Maintain, coordinate and establish general budgets for certain faculty-led centers and programs identified by the Academic Dean, including those funded by state funds as well as  private gifts, grants and contracts;
• Report budget status to faculty research and programmatic directors on a monthly basis or as needed including pending expenses, committed and available funds;
• Assist in budget planning and development including annual spending plans and mid-year review and reconciliation;
• Track expenditures for designated programs, reconcile & process against established budgets;
• Provide assistance with  fiscal related matters of departments and programs under the oversight of Academic Dean including but not limited to faculty research accounts, expense reconciliation, including working with the Office of Fiscal Services to recommend and adjust allocations among appropriate budget categories as needed;
• Prepare budget reports using internal systems, and external budget reports as required;
• Analyze fiscal information as requested;
• Coordinate, process and track independent consultant agreements and other vendor contracts including budget, expenses and payment;
• Additional work as determined by the Academic Dean or his designee.

ADMINISTRATIVE COORDINATION:

• Undertake general administrative duties for faculty and faculty-led programs as needed;
• Create and provide ad-hoc reports as requested;
• Problem-solve and coordinate so that center requests involving multiple departments (such as Fiscal Services, Purchasing, Deans, General Counsel, etc.) move smoothly and efficiently through channels;
• Special projects as assigned.

REQUIREMENTS

EDUCATION AND EXPERIENCE

• Undergraduate degree in a related field such as Finance, Business Management or Public Administration is preferred
• Five years of experience as specialist, analyst, or coordinator in administrative operations; or an equivalent combination of education and experience;

KNOWLEDGE, SKILLS & ABILITIES

• Demonstrated proficiency in supporting administrative and financial preparation;
• Experience assisting with management of budgets, including preparation of complex spreadsheets and reports and handling of expense reporting;
• Experience working with and retaining the confidentiality of documents and information;
• Strong attention to detail and accuracy in performing work;
• Demonstrated ability to communicate in an effective and professional manner both orally and in writing;
• Advance skills in Microsoft Excel and Word;
• Experience using Salesforce strongly desired;
• Familiarly with SQL query and database a plus;
• Ability to compile, format data, create application forms, and generate reports;
• Superior interpersonal, organization and time management skills;
• Highly efficient, able to track multiple projects and deadlines and manage document distributions and workflow with limited supervision;
• Must be able to effectively execute numerous projects concurrently in a fast-paced work environment.

BENEFITS

HEALTH AND WELFARE BENEFITS

• Comprehensive medical, dental and vision insurance coverage
• Flexible Spending Accounts for transportation-related, healthcare and dependent care expenses
• Employee Assistance Program

FOR YOUR FINANCIAL FUTURE

• Life Insurance, Disability Insurance, and Legal Insurance
• University of California Retirement Plan (defined benefit)
• Deferred Compensation Plans/Pre-tax Retirement Savings Programs

FOR YOUR WORK/LIFE BALANCE

• Fourteen paid holidays per year
• Generous vacation and sick leave
• Commuter Benefits Program

THE HIRING PROCESS

Failure to provide the information as required on the application and/or instructions to apply shall immediately disqualify an applicant from employment consideration.

Please note: This position has been designated as “sensitive” and requires a pre-employment background check.

*This position is on an annual contract renewal basis. Renewal is contingent upon satisfactory job performance and continued available funding for this position and department

Federal law requires employers to provide reasonable accommodation to qualified individuals with disabilities. Please contact Human Resources if you require a reasonable accommodation to apply for a job. Examples of reasonable accommodation include making a change to the application process, providing documents in an alternate format, using a sign language interpreter, or using specialized equipment.

WHAT TO EXPECT

Applicants who meet the position requirements will be competitively evaluated to identify the individuals whose breadth and depth of experience and education most closely relate to the stated requirements and the needs of the College. Not all applicants will be contacted for an interview.

The position is open until filled.

The skills listed above are comprehensive, and we understand there are great candidates who possess only a subset of those skills, or who have other important skills. If you match some of these skills, please do not hesitate to apply.

UC Hastings College of the Law is an Equal Opportunity Employer. UC Hastings strives to provide a diverse and inclusive educational environment that fosters cultural awareness, mutual understanding and respect. UC Hastings College of the Law is interested in candidates who will contribute to diversity and equal opportunity in higher education through their teaching. Qualified women and members of underrepresented minority groups are strongly encouraged to apply.