Administrative Operations Analyst Jobs (NOW HIRING)

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

Anticipated Hiring Salary Range:  $6,274 to $7,352* mo.
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: May 25, 2026
Recruitment Status:  Open Until Filled

Employment with the California State University System

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 22 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 direction of the Administrative Services Manager for Information Technology and operating with general supervision, the incumbent performs complex administrative, fiscal, and operational assignments in support of the Office of the CIO and the Division of Information Technology. The position is responsible for coordinating divisional procurement, travel administration, student assistant employment processes, budget and fiscal support, calendar and scheduling coordination, and other administrative functions that support effective divisional operations. Applies thorough knowledge of applicable policies, procedures, and administrative practices and exercises appreciable judgment and discretion in carrying out assigned responsibilities within established guidelines. The position supports compliance with university, CSU, and external requirements; coordinates and improves administrative processes; handles sensitive information with discretion; and works collaboratively with IT leadership, central campus offices, and external partners to support effective, consistent, and well-coordinated divisional operations.

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

1. Administrative Operations, Office of the CIO Support, and Event Coordination: Coordinates daily administrative operations for the Office of the CIO and related divisional business functions, including responding to inquiries, scheduling, calendar coordination, supply and materials tracking, conference room scheduling, mail distribution, and issue routing. Coordinates the Office of the CIO calendar and divisional administrative schedules; serves as a resource to divisional staff and campus partners on administrative procedures; responds to or routes questions as appropriate; and handles sensitive information with discretion in support of effective day-to-day divisional operations. Coordinates divisional meetings, events, conferences, and administrative projects, including agendas, scheduling, room reservations, equipment, communications, minutes, and expenditure tracking. Serves as a liaison to campus offices and external partners and supports timely completion of administrative activities, special projects, and transactions requiring divisional review or approval.
2. Budget Support: Supports divisional budget administration through coordination of budget development, tracking, reconciliation, monitoring, and review of expenditures, including procurement, travel, student payroll, University Corporation accounts, accounting transactions, and grant budgets. Reviews fiscal data and invoices for accuracy and payment approval; prepares and maintains supporting documentation; develops routine and ad hoc budget status reports; identifies exceptions, risks, and opportunities for improved controls; and supports consistency in financial processes across IT departments in accordance with university procedures.
3. Student Assistant Hiring and Personnel Processes: Coordinates divisional processes related to student assistant employment, including recruitment support, onboarding coordination, appointment changes, and separation actions. Interprets and applies student employment policies; coordinates with Human Resources and Payroll for timely processing; and develops standardized tracking and documentation to support compliance and operational continuity.
4. Procurement and Contract Administration: Coordinates and administers divisional procurement activities, including requisitions, purchase orders, service agreements, software licensing, and other contractual transactions. Reviews requests for accuracy, compliance, funding alignment, and policy adherence. Develops and refines procurement workflows; serves as liaison with Procurement, Accounting, University Corporation, and vendors; assists in resolving complex procurement issues; and guides IT directors and managers on purchasing and contracting requirements, as needed.
5. Travel Administration and Fiscal Compliance: Coordinates divisional travel planning and reimbursement processes. Interprets and applies CSU and campus travel policies; reviews travel requests and supporting documentation for compliance, completeness, and appropriate funding; supports timely submission of authorizations and expense claims; and standardizes procedures to improve consistency across IT units while meeting Concur guidelines

Other Functions:

Performs other job-related duties and special projects as assigned in support of the Division of Information Technology.

KNOWLEDGE, SKILLS AND ABILITIES:   

Thorough knowledge of and ability to apply expertise to complex program and/or administrative specialties, including pertinent laws and regulations. Demonstrated expertise in and advanced knowledge of the principles, problems and methods of public and business administration and operational and fiscal management. Expertise in administrative survey techniques, operations and system analysis, statistical and research methods, and the ability to interpret and evaluate results to develop sound conclusions and recommend new or revised policies.

Skills: Demonstrated expertise in and advanced knowledge of the principles, problems, and methods of public and business administration and operational and fiscal management. Demonstrated consultative skills in working with internal and external constituent groups. 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.

Ability to: take initiative and work independently to determine effective approaches to projects and priorities; organize, coordinate, and perform work in various situations where numerous and diverse demands are involved; apply extensive expertise to complex programs and/or administrative specialties, including pertinent laws and regulations; understand problems from a broad, interactive perspective and discern applicable underlying principles to conceive of and develop strategic solutions; work with representatives from public and private entities and handle potentially sensitive situations; effectively present ideas and concepts in written or presentation format and use consultative and facilitation skills to gain consensus; apply extensive expertise to the complexity of maintaining effective university-community partnerships in both face-to-face and online contexts; work with representative from public and private entities and handle potentially sensitive situations.

MINIMUM QUALIFICATIONS:

Entry into 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:

Proficient in the use of personal computers and standard business software applications, including word processing, spreadsheets, calendaring, and database systems. Demonstrated ability to effectively perform the essential functions of the position, applying the required knowledge, skills, and abilities outlined above.

PREFERRED QUALIFICATIONS/DESIRABLE EXPERIENCE:

Equivalent to two (2) years of relevant experience; an advanced degree in a related field may be substituted for the required experience on a year-for-year basis. Experience in higher education or a university environment, preferably within the CSU system, supporting administrative, fiscal, procurement, travel, budget-related, and office operations. Demonstrated experience preparing reconciliations, financial reports, dashboards, and budget tracking tools to support planning and monitoring.

Experience working with enterprise systems such as PeopleSoft Financials and Human Resources (CHRS/CMS), Concur, and related reporting tools. Technical proficiency with Microsoft Office Professional Suite, Google Workspace, Visio, and standard internet applications or equivalent platforms.

Demonstrated ability to improve administrative workflows, support compliance with policies and procedures, coordinate multiple priorities, and effectively serve a diverse and multicultural population. Demonstrated understanding of and commitment to the CSUMB Vision Statement and core values, including mutual respect, collaboration, service orientation, multiculturalism and diversity, community service, and institutional excellence.

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.
• This position is required to comply with confidentiality requirements outlined in the Department of Education's Family Educational Rights and Privacy and California's Educational Code Chapter 13 regarding sensitive student issues.
• This position is designated as a Campus Security Authority, will be required to participate in annual training, and to immediately forward to University Police all reports of Clery Act crimes brought to their attention.
• This position may require occasional evenings and/or weekend work

PHYSICAL ENVIRONMENT:

Office environment with standard equipment and tasks.  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 the Employee Benefits Summary. The University Corpo...