Administrative Analyst to the Office of Admissions (Administrative Analyst Specialist Exempt I), Office of Admissions Operations & Systems and Outreach & Student Recruitment

Job Summary

This position supports broad and slightly complex administrative functions of the Office of Admissions Operations & Systems and Outreach & Student Recruitment including budget review, tracking, and fund oversight.

The Administrative Analyst Specialist Exempt I (AA / S E I) serves as the Assistant to the Director of Operations & Systems and supports the Director of Outreach & Student Recruitment.

The position collaborates with other department administrative staff in the Enrollment Cluster and the Enrollment Management Budget Analyst and Assistant to the Associate Vice President (AVP) of Enrollment Management with all administrative cross functions.

Fiscal And Budgetary Analysis

Utilizes an in-depth analytical approach to develop, prepare, and evaluate the mid-year and annual departmental operations and personnel budget for Admissions Operations & Systems and Outreach & Student Recruitment.

The departmental budget would include analysis of obligated and projected expenditures as well as year-end projections.

• Ability to take an independent approach to handling slightly complex projects and preparing recommendations after careful analysis related to issues that may arise on a day-to-day basis.
• Utilize considerable judgment and discretion to ensure that the Office of Admissions adheres to, and is in compliance with, campus policy and procedures as it relates to fiscal and budget analysis.
• Maintains a detailed calendar for the Director and assists the Director in all phases of budget planning and administration to ensure strategic and efficient use of resources;

serves as the department’s primary personnel and payroll specialist; and performs other classification related duties as assigned.

• Personnel specialist accountable for department personnel processing and tracking involving recruitment of staff, and temporary help.
• Entering requisitions & monitoring purchase orders.
• Monitor and track current and newly acquired Philanthropic and Lottery funds.

Administrative Operations

Contributes significantly to projects like prospective / admitted students campain materials on behalf of the Office of Admissions, serving as a project leader as needed.

Tasks include but are not limited to placing / amending communications orders and serving as the primary point of contact for all constituents.

Assists the Admissions Directors in performing a range of specialized and analytical, administrative, and operational duties.

This includes tracking and monitoring performance evaluations for timely completion, maintaining travel logistics, and conducting budget analysis for reimbursement.

• Responsible for ordering supplies and equipment; as well as primary liaison with internal and external constituents.
• Maintains effective communication and collaboration with the Information Technology (IT) department regarding inventory control and ensure the smooth operation of office equipment.

Places IT tickets for various software and hardware issues

• Engages and schedules various professional development activities such as meetings, training sessions, and retreats. Plays a key role in agenda preparation and minute-taking during team gatherings.
• Monitors procurement card expenses.
• Monitor and track purchase orders for the office.
• Provide lead work direction to other administrative support in the Enrollment Management Cluster as needed.

Payroll

• Analyze and conduct comprehensive reviews and reconciliations of Compensated Time Off(CTO), timekeeping and absence management records for the entire staff, emergency temps, and student assistants.
• Serve as a point of contact for internal staff regarding hours reported on PeopleSoft, confirming submissions, and maintaining alignment with payroll trackers.
• Send the payroll tracker to the Payroll Lead in Enrollment Management each month and provide copies of special consultants' and hourly employees' time sheets.

Notify the Payroll Lead if adjustments need to be made to an employee's hours on a paycheck

• Monitors monthly Federal Work Study funds used for student employees in the department to ensure their allocation allows them to work the full academic year.
• 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

In addition to Position Skill Level - Non-Exempt knowledge and skill requirements, work assignments typically require :

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.
14 days ago