Data Analyst & Office Manager

The Career Empowerment Center (CEC) Data Analyst and Office Manager is the primary position responsible for the day to day operations of the CEC. This position oversees the budget of the department, prepares forms and contracts, requests, requisitions, and monitors the supplies inventory. The CEC Data Analyst and Office Manager oversees the front office, provides training and support to front office staff (student workers) and participates in the hiring and supervision of student workers.

In addition, the CEC Data Analyst and Office Manager will lead our assessment initiatives, data management, and technology utilization. The position will oversee large-scale surveys such as the first destination survey as well as the office metrics and utilization of the CEC. In addition, the position will be responsible for the data extraction of the multiple career related systems and make recommendations based on the usage.

The successful candidate will have a growth mindset, be detail oriented and collaborative, and whose responsibilities will support and empower CEC stakeholders and support storytelling by leveraging data.

Responsibilities

Technology and Data Management

• Data and System Maintenance: Organize, develop, and maintain career data systems for smooth operation of technology platforms for all stakeholders. Ensure that data collected is current, correct, and complete and processes are well documented. Maintain data systems and research best practice and alternative solutions to our current business office applications. Evaluate effectiveness of additional career development technologies to support students.

• Survey & Data Analysis: Oversee the execution of the first-destination survey and other surveys, including designing, launching, and analyzing responses. Extract and analyze data from key career center systems (e.g. Handshake, 12Twenty) and review utilization to develop strategies to increase digital engagement.

• Reporting: Prepare written summaries and visualizations to highlight the impact of CEC on all stakeholders. Plan, develop, and coordinate annual summary reports. Provide data analysis and prepare reports for decision-making, presentations, and meetings.

• Participate in processes and activities designed to establish an organizational culture that supports learning, collaboration, and collective responsibility to enhance professional relationships, job satisfaction, and organizational effectiveness. Provide professional development for colleagues in the program as needed (online and in-person presentations and online training modules).

Fiscal Management

• Evaluate and recommend appropriate accounts for expenditures; propose new strategies and initiatives to develop additional revenue streams.

• Monitor all budgetary accounts; reconcile department budget records with accounting statements.

• Provide Director with updated reports with projected expenditures.

• Prepare monthly budget status and credit card reports.

• Manage contract processes (technology, staffing) working with Procurement and IT.

• Monitor inventory and purchase supplies.

Manage front office and provide personnel and administrative support

• Manage the hiring, supervision and training of front desk student assistants.

• Design and assess processes and workflows to ensure efficient office operations.

• Maintain customer service standard of excellence to ensure high level of customer (student, employer, alumni, faculty/staff) satisfaction with CEC.

• Maintain office manual which outlines policies and procedures for all CEC front office operations and other critical workflows.

Other Administrative Duties

• Provide administrative support to the Director.

• Provide event support for Employer Relations team.

• Provide student-facing support during peak usage periods.

• Establish and maintain record keeping system.

• Participate in department and campus committees.

Minimum Qualifications

• Bachelor's degree or a combination of education, training and relevant experience.

• Administrative work experience related to the position.

Required Qualifications

• Strong communication skills (written and oral).

• Strong project management skills, with the ability to prioritize tasks, manage multiple projects simultaneously, and meet deadlines.

Preferred Skills and Knowledge

• Bachelor's degree (or advanced degree) and at least 2 years of related experience.

• Experience with budget management.

• Proficiency in/knowledge of building and administering surveys.

• Experience analyzing large data sets. Proficiency in data analysis software and tools (e.g., Excel, R, Tableau, Microsoft Office, relational databases) to collect, analyze, interpret, and present career center outcomes and engagement data in a cohesive manner.

• Working knowledge of Handshake, 12Twenty, Canva, Canvas, and Peoplesoft.

Condition(s) of Employment

Satisfactory completion of a background check (including LiveScan, as appropriate), that may include, but is not limited to: criminal records check, verification of academic credentials, licenses, certificates, credit history, professional references and/or verification of work history is required for employment. Cal State East Bay will issue a conditional offer of employment to the selected candidate, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Unsatisfactory results may also affect the continued employment of current Cal State East Bay employees who were conditionally offered the position.

All background checks are conducted through the university's third party vendor, Accurate. LiveScan is conducted through the University Police Department.

EEO Statement

As an Equal Opportunity Employer, Cal State East Bay does not discriminate on the basis of any protected categories: age, ancestry, citizenship, color, disability, gender, immigration status, marital status, national origin, race, religion, sexual orientation, or veteran's status. The University is committed to the principles of diversity in employment and to creating a stimulating learning environment for its diverse student body.

Other Information

All California State University campuses, including Cal State East Bay, are smoke and tobacco-free. For more information, please visit our website here.

In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, the Cal State East Bay Annual Campus Security Report is available here.

Sponsorship

Cal State East Bay is not a sponsoring agency for Staff or Management positions and we are not an E-Verify employer.

Mandated Reporter

The incumbent in this position may be considered a mandated reporter under the California Child Abuse and Neglect Reporting Act and will be required to comply with requirements set forth in the CSU Executive Order 1083 as a condition of employment.

Advertised: May 02 2024 Pacific Daylight Time

Applications close: Sep 02 2024 Pacific Daylight Time