Graduate Resource Specialist (Administrative Analyst/Specialist

California State University System San Bernardino , CA 92401

Posted 2 months ago

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San Bernardino

Job ID: 2018-00766

Job Title:

Graduate Resource Specialist (Administrative Analyst/Specialist

Appointment Type:


Time Base:


Date Posted:

October 4, 2018

Closing Date:

Open until filled

Link to Apply Online:

Campus Employment Homepage:


Employment Status: Full-time, "non-exempt" Probationary position with the possibility of converting to permanent.

Work Schedule: Monday through Friday, 8:00 a.m. to 5:00 p.m.; occasional evenings and weekends may be required.

First Review Deadline: This position will remain open until filled. Applications will be reviewed beginning October 16, 2018.

The Administrative Analyst/Specialist is a broad classification with four position skill levels. It is designed for positions covering a wide range of general and/or specialized administrative responsibilities in support of a program and/or organizational unit.

The majority of work is administrative and analytical in nature with duties covering operational, policy and program research, analysis, reporting, and evaluation for the effective development and administration of programs or improvements to operational policies and procedures. Incumbents may also provide program administration or leadership. Responsibilities may include overseeing day-to-day administrative operations and providing lead work direction to others.

Position Skill Level

  • Non-Exempt

  • Incumbents in positions at this level serve primarily as individual contributors providing day-to-day administration of a program, and/or performing a variety of administrative and technical duties requiring knowledge of methods and procedures in support of an organizational unit. Administrative and analytical work relates primarily to operations and procedures.

Positions in this classification are distinguished by the level and scope of the administrative, analytical, and development responsibilities which require a more extensive and thorough knowledge of internal policies and procedures, and often require a professional foundation in applicable administrative theories, practices and procedures, or in a particular administrative or program specialty. Incumbents are often individual contributors, though the full scope of their duties may include providing lead work direction to others in the organizational unit.

Unlike the administrative support series, positions in the first level of this classification are not primarily responsible for leading or coordinating the clerical operations or support function for an organizational unit. In contrast, they are directly responsible for or participate in program administration or perform specialized or general duties related to the overall administrative operations of an organizational unit. Administrative operations include the range of activities related to directing the policy and affairs of an organizational unit such as fiscal and budgetary standards.

The Administrative Analyst/Specialist I will serve as the Graduate Resource Specialist. In this position, the incumbent provides support to current and incoming graduate students, assisting them by phone, email, and one-on-one meetings.

Duties include identifying and securing access to campus and community resources, creating and distributing surveys to new and current student populations to identify needs, and preparing detailed reports. The incumbent is expected to research and develop best practices in student support and success, advocate for student needs and identify solutions in collaboration with campus partners. He/She will also assist prospective students with the application process through online chat, email, phone, or meetings, and identify and rectify application issues that may slow processing time.

As a Resource Specialist, a thorough knowledge of university policies and procedures that pertain to graduate education is required. The incumbent will address questions about university policies and related forms, including the Waiver of University Regulations, Leave of Absence, Discount of Grade, Simultaneous Enrollment, Petition to Drop Courses, Withdrawal Due to Extenuating Circumstances, Retroactive Add, Add After Census, and Course Overload forms. The incumbent will work closely with students, program coordinators and department administrators to address concerns and ensure forms are processed in a timely manner.

The Graduate Resource Specialist also serves as the assistant to the Faculty Director. In this role, the incumbent provides assistance with all tasks needed for the efficient functioning of the office, and support implementation of the strategic plan, development of the annual report, and assessment.

Duties include preparing detailed reports, researching information, and drafting procedural documents for department functions. The incumbent is also responsible for making the Faculty Director's travel arrangements, scheduling meetings, keeping the calendar, and drafting and distributing meeting agendas and minutes to attendees.

The Graduate Resource Specialist will perform other duties as assigned.

Education & Experience:

Equivalent to a Bachelor's degree from an accredited four year college or university (or equivalent work experience).

Two years (2) of administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs.

Knowledge, Skills & Abilities:

Ability to work with minimal supervision.

Thorough knowledge of university policies and procedures, particularly those that pertain to graduate education.

Demonstrated record of organizational skills and attention to detail.

Strong interpersonal communication skills.

The ability to draft and compose correspondence and standard reports.

The ability to handle effectively a broad range of interpersonal contacts, including those of sensitive nature, along with the ability to work cooperatively with a diverse group of people.

Proficiency in Microsoft Office Suite programs (Word, Excel, Access), Adobe Acrobat and PeopleSoft.

Ability to work occasionally on evenings and weekends.


Knowledge of Cal State Apply and university admission processes.

A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with the CSU. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current CSU employees who apply for the position.

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.

California State University, San Bernardino is an Affirmative Action/Equal Opportunity Employer. We consider qualified applicants for employment without regard to race, religion, color, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, genetic information, medical condition, disability, marital status, or protected veteran status.

This position may be "Designated" under California State University's Conflict of Interest Code. This would require the filing of a Statement of Economic Interest on an annual basis and the completion of training within 6 months of assuming office and every 2 years thereafter. Visit the Human Resources Conflict of Interest webpage link for additional information:

This position adheres to CSU policies against Sex Discrimination, Sexual Harassment, and Sexual Violence, including Domestic Violence, Dating Violence, and Stalking. This requires completion of Sexual Violence Prevention Training within 6 months of assuming employment and on a two-year basis thereafter. (Executive Order 1096)

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Graduate Resource Specialist (Administrative Analyst/Specialist

California State University System