"Administrative Analyst, College Corps"

Administrative Analyst, College Corps

Company:

Cal Poly Corporation

Job Location:

Category:

Administrative Assistants

Type:

Full-Time

Job Summary

The Cal Poly Leadership & Service area consists of the Center for Leadership, the Center for Service in Action, Clubs & Organizations, Fraternity & Sorority Life, and College Corps which supports the development of student leadership and service on campus and in the surrounding community. Their events and services encourage leadership skill development and competency, assumption of leadership and service roles, and the continuation of service to one’s community after graduation. We are committed to supporting the academic success of students by fostering the development of integrity and problem-solving skills; teaching self-advocacy and personal responsibility; and providing students with opportunities to learn and practice the fundamental principles of good citizenship, responsible leadership, and the importance of justice, equity, diversity, and inclusion in a global society.

This position is funded by a grant from California Volunteers for the purpose of supporting students from diverse backgrounds to graduate college on time and with less debt. The grant funded College Corps programs' goals are to engage students in meaningful community service, provide educational scholarships to reduce student debt, and support the work of community-based organizations focused on key areas and local priorities. Cal Poly’s College Corps Program is the lead institution for the Coastal California Consortium, a collaboration between College Corps programs at multiple partner institutions including community colleges, and CSU/UC institutions.

Reporting to the Assistant Director, the incumbent will provide administrative oversight and coordination for the College Corps program at Cal Poly, overseeing a wide range of activities and projects in a busy office while supporting the Assistant Director and Lead Coordinator in implementing programming to meet grant goals. This position provides lead administrative support for all College Corps operations, with responsibilities to include administrative programming, budget and personnel recruitment support, coordination of processes involving CPP and CPSU departments and off-campus stakeholders, communication and implementation of policies and procedures, data entry and tracking related to various student engagement projects and consultation with staff teams at Consortium partner campuses.

Duties and Responsibilities

I) Administrative Process Implementation and Improvement, Operations and Collaboration

• Lead administrative operations across the College Corps unit, provide direction to administrative support coordinator and student assistants on shared workflows, unit practices, and key administrative functions including recruitment, financial processes, and customer service.
• Collaborate closely with the coordinator team and on-campus stakeholders across CPP and CPSU departments to align financial operations, timelines, and reporting expectations to programming.
• Serve as a liaison and primary point of contact for financial and data collection matters; coordinate with external stakeholders and subject matter experts; provide guidance on policies, procedures, and program requirements; and deliver responsive, service-oriented support.
• Provide guidance to staff and students on budget-related procedures, including purchasing, travel, honoraria, and reimbursements.
• Consult with College Corps Administrative Coordinator and program staff to coordinate event planning and logistics.
• Develop, refine, and maintain internal operational processes to ensure consistent tracking, documentation, and reporting of student enrollment and completion, financial operations, compliance, HR coordination, and other College Corps performance metrics.
• Collaborate with the Assistant Director and Lead Coordinator on the creation and implementation of operational and financial processes, ensuring changes are documented, communicated clearly, and adopted consistently across teams.
• Provide additional analyst level support for other College Corps program projects, duties and tasks assigned.

II) Data Collection, Reporting and Evaluation

• Collaborate with Lead Coordinator to lead data collection, reporting, and evaluation activities according to and for compliance requirements, audits, and internal reviews, ensuring accuracy, timeliness, and alignment with funding and program standards.
• Evaluate existing operational, financial, and other processes, as needed, to identify inefficiencies or risks, and recommend data-informed improvements to increase accuracy, compliance, and efficiency.
• Coordinate with staff to ensure accurate record keeping and tracking of all program participants, community partners and consortium campus rosters.

III) Fiscal Oversight and Compliance

• Oversee day-to-day financial operations for the College Corps unit including; procurement, invoicing, reconciliations, and expense tracking.
• Monitor expenditures to ensure alignment with approved budget plans and maintain accurate financial records and documentation to support audits, reporting requirements, and institutional transparency.
• Develop and deliver financial reports, queries, and analyses; identify trends and patterns in financial data; and partner with stakeholders to establish annual MOUs, subawards, and budgetary adjustments.
• Collaborate with Assistant Director on budget analysis, planning, and forecasting of new initiatives and grant funding opportunities.
• Interpret and apply complex fiscal policies and procedures across CPP, CSU, and California Volunteers systems to ensure compliance and appropriate use of grant and program funds.

IV) Communications

• Manage program communications, and support liaison efforts with external partners when needed to support community relations efforts in coordination with the Assistant Director.
• Ensure program and financial information is communicated clearly and consistently to College Corps staff teams across all Consortium campuses.

Position Requirements

• Graduation from an accredited four-year university.
• Minimum four (4) years of office, accounting, and customer service experience.
• Exceptional proficiency in Excel, along with strong computer skills including Microsoft Word and financial software.
• Ability to perform complex, sensitive, and confidential duties.
• Strong customer service skills with a posture of curiosity.
• Ability to prioritize, plan, organize, and meet deadlines.
• Ability to establish and maintain cooperative and effective working relationships with others.
• Excellent verbal and written skills and the ability to interface with all levels of staff at each partner agency, including the campus presidential level, the Office of the Governor of the State of California, university, including students, faculty and staff, and the public.
• Interpersonal skills using tact, patience, and courtesy.
• A background check is required for all regular benefited positions.
• Ability to maintain regular and reliable attendance.
• 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

Physical Requirements

• Hearing and speaking to exchange information in person or on the telephone.
• Dexterity of hands, fingers, and wrist to operate a computer keyboard and calculator.
• Seeing to read a variety of materials.
• Sitting or standing for extended period of time.
• Physical agility to lift 20 pounds to shoulder height.
• Physical agility to lift, carry, push, or pull objects.
• Commuting on an as needed basis to outside meetings and training locations.

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