Classification:   Administrative Analyst/Specialist Exempt I
Hours:  Full-time / 40 hours per week 
FLSA:  Exempt

Anticipated Hiring Salary Range:  $5,273* per month
CSU Salary Schedule
*CSUMB provides pay scales representing its good faith estimate of what the university reasonably expects to pay for this position. The pay offered to a selected candidate will be determined on factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, and CSU systemwide pay for comparable jobs.

Priority Screening Date: June 17, 2025
Recruitment Status:  Open Until Filled

ABOUT CSUMB

California State University, Monterey Bay is a mid-sized university in California’s Central Coast that grants undergraduate and graduate degrees. Powered by an inspiring Founding Vision Statement, CSUMB is part of the nation’s largest four-year public university system, California State University, which educates nearly 460,000 students every year. 

With a vibrant, diverse student body of over 7,000 students, CSU Monterey Bay is both a Minority Serving Institution and a Hispanic Serving Institution. Our staff and faculty transform students’ lives with a focus on student success and engagement through experiential learning, service learning, and a strong emphasis on multicultural and global perspectives. CSUMB’s sustainability goal is to be carbon neutral by 2030. 

The university’s Strategic Plan prioritizes inclusive excellence through recruiting and investing in developing a diverse body of faculty, staff and administrators. Many appreciate living and working close to the shores of beautiful Monterey Bay, with easy access to recreational areas from Big Sur to Santa Cruz. Nearby opportunities for collaborative research include working in the Monterey Bay National Marine Sanctuary and Silicon Valley, and with colleagues at local research universities, including UC Santa Cruz and Stanford University.

As one of the 23 campuses in the CSU system, CSUMB offers excellent benefits, including access to below-market-rate rental housing on East Campus, and competitive salaries for faculty and staff. With proximity to the San Francisco Bay Area and San Jose, opportunities for faculty, staff and students are as endless as the shores of the nearby Pacific Ocean.

PURPOSE:

Under the general supervision of the Facilities Management Business Manager, the Capital Project Business Analyst is responsible for developing and tracking capital construction projects. . Analyzes, interprets, and makes recommendations on a broad range of Capital and Minor Capital Projects.  This position will be responsible for a wide range of complex financial transactions, data accuracy, and financial analysis, evaluation and reporting projects. The Capital Project Business Analyst is detail-oriented, analytical, and has strong problem-solving skills. Incumbent works well in a team environment and can maintain good working relationships with varied and diverse constituencies and acts as a representative to outside agencies. The Capital Project Business Analyst possesses flexibility and has the ability to balance multiple demands while maintaining a positive attitude and great customer service.

ESSENTIAL DUTIES AND RESPONSIBILITIES include, but are not limited to, the following:

• Works with Project Managers on the oversight of project budget in accordance to the CSU Construction Phase Manual.  Creates and tracks service agreements, change orders, purchase requisitions and alterations as needed.  Expedites and tracks the progress of change orders and expenditures through the signature and payment processes.  Acts as point of contact for vendors and campus stakeholders, making payment status inquiries. Researches and corrects spending discrepancies. Ensures that project record keeping complies with campus Accounting department and Chancellor's Office project tracking guidelines.  Reconciles between construction management software, internal controls, and CFS databases. Suggests funding sources to Business Manager and AVP. Meets with project stakeholders when necessary and during the planning and construction phases. Works with procurement office to ensure correct bidding documents, PO’s, Change Orders, and contracts are in place. Tracks NTP (Notice to Proceed) and NOC (Notice of Completion). Ensures Project closeout and bond reconciliations are completed per Chancellor Office mandates.  Meets regularly with Auxiliary departments and budget office to ensure funding is adequate and documented per their requirements.
• Develops monthly reports on all project finances.  Balances reports to internal Financial System (Data Warehouse, CFS.) Conducts monthly budget review meetings with FMD staff.   Researches and evaluates outstanding items, and makes corrections as necessary. Researches and corrects discrepancies between reports and financial system.  Representative for Work Induction Board (WIB) for financial suggestions and direction. Develops SOPs to ensure accurate tracking and reporting of spending to all applicable agencies
• Analyzes and evaluates, and applies financial and construction reporting standards with the use of Construction Management Software for the tracking of request for information, submittals, project-issue change orders, and task orders during construction (Smartsheets).  Produces and submits quarterly, or as needed project reports to the Chancellor’s Office. Research and analyze any outstanding questions.
• Works with Facilities Budget Analyst on Cost Recovery, ensuring projects are charged back as needed. Assists the Facilities Management Business Manager with projects on an as needed basis.   Works with Corporation on Grant Funded projects – ensures grant criteria is met. Develops reports specific to the grant.

Other Functions:

Performs other job-related duties and special projects as assigned.

KNOWLEDGE, SKILLS AND ABILITIES:

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.  Ability to anticipate problems and address them proactively.  Demonstrated ability to effectively interpret, organize, and present information and ideas in written or presentation form.  Ability to train others on new skills and procedures and provide lead work direction.

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 implications.  Thorough mastery of English grammar, spelling, punctuation, editing and spoken language.

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.

SPECIALIZED SKILLS:

Skilled in:  Excel (including pivot tables/charts, linking worksheets, and creating formulas), and providing exceptional customer service.

Thorough knowledge of office systems and expertise using a broad range of technology systems and packages including database management, spreadsheet, design/creative-based software, electronic scheduling, and word processing

PREFERRED QUALIFICATIONS:

Equivalent to five (5) years of progressively responsible administrative support experience which has involved supporting, monitoring, coordinating clerical work through a system of internal procedures and internal controls to ensure the efficient operation of an organization. Prospective applicants who have not had the experience listed may substitute other evidence of meeting the above qualifications for up to three years of the required experience.   Technical fluency with Oracle/PeopleSoft, LIMBLE Work Order Systems, Construction software, Chancellor’s Office software, CSU Common Management System or equivalent finance information system,  Smartsheets, Microsoft Office Professional Suite, and Google mail and calendaring programs.

Technical fluency with Oracle/PeopleSoft, CSU Common Management System or equivalent finance information system; Microsoft Office Professional; Google Workspace (Gmail, Docs, Sheets, Drive, Calendar, Forms, etc.); 25Live; intranet drives; and internet browsers.  

SPECIAL CONDITIONS OF EMPLOYMENT & POSITION DESIGNATIONS:

• All offers of employment are contingent upon the successful completion of a background check (including a criminal records check).
• The person holding this position will have a duty to report to the Campus Title IX Officer information pertaining to discrimination, harassment, sexual misconduct, sexual exploitation, dating violence, domestic violence, stalking, and retaliation and is required to comply with the requirements set forth in CSU Executive Order EO 1095, EO 1096, and EO 1097 as a condition of employment.
• The person holding this position is considered a “mandated reporter” under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083  as a condition of employment. 
• This position has been designated as a sensitive position with access to and responsibility for detailed personally identifiable Level 1 confidential information about students, faculty, staff or alumni that is protected, personal or sensitive as defined in the CSU Information Security Data Classification Standards.
• May require occasional evening and/or weekend work

PHYSICAL ENVIRONMENT:

Office environment with standard equipment and tasks. The position requires working at a computer and desk for extended periods of time.  May require travel between campus offices and off-campus locations. 

The health and safety of our students, faculty, and staff remain our highest priority. While on campus, students, faculty, staff, and the community will be expected to follow all campus safety mandates.  

BENEFITS/PERKS: 

CSUMB offers a premium benefit package that includes outstanding vacation, health, dental and vision plans; membership in the California Public Employees Retirement System (CalPERS); and 15 paid holidays a year. For more information, visit Employee Benefits Summary. The University Corporation at Monterey Bay also provides access to affordable housing near main campus. The allocation of housing is subject to several factors, including availability, eligibility criteria, and specific program guidelines. For more information, visit: https://csumb.edu/corporation/employee-housing

APPLICATION PROCEDURE:

For full consideration, applicants must complete the required online application prior to the priority screen date found at Careers at CSUMB. 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.

CSUMB is not a sponsoring agency for staff or management positions.

Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose by contacting Human Resources at (831) 582-3389 or emailing humanresources@csumb.edu. All employees must be eligible for employment in the U.S.

GENERAL INFORMATION:

CSUMB hires only individuals lawfully authorized to work in the United States and is an E-Verify employer. In compliance with federal crime awareness and campus security legislation, including the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics, you can view the notice of availability and access the Cal State University, Monterey Bay annual security and fire safety reports at https://csumb.edu/clery/asr-and-fsr-notices-availability/.

CSUMB is a smoke and tobacco-free campus.

EQUAL OPPORTUNITY EMPLOYER:

CSUMB is an Equal Opportunity employer seeking to recruit and support a broadly diverse community of faculty and staff. We value and celebrate diversity in all its forms and strive to foster an inclusive culture built on respect that affirms inter-group relations and builds cohesion. We consider qualified applicants for employment for their anticipated contributions and without regard to race, color, religion, national origin, age, gender, gender identity or expression, sexual orientation, genetic information, medical condition, pregnancy, marital status, veteran status, or disability.