Administrative Analyst, Energy, Sustainability and Transportation

About the role

The California State University, Office of the Chancellor, seeks an experienced Administrative Analyst, Energy, Sustainability and Transportation to join our dynamic team. Reporting to the Chief of Energy, Sustainability and Transportation, this position plays a crucial role in supporting the Energy, Sustainability and Transportation unit.

Responsibilities

• Prioritize and perform routine clerical tasks including file management, travel arrangements and reimbursements, scheduling of meetings, and attendance independently.
• Perform financial and budget analysis for the EST unit, including monitoring operating budgets, trust funds, purchase orders, and expenditures; prepare recurring and ad hoc reports to support planning and decision-making.
• Respond to daily inquiries via phone from campus professional and support staff, internal constituents, prepare memos, letters, drafts and correspondence as required.
• Assist campuses with STARS reporting questions and credit evaluation as needed.
• Assist campuses with MERs energy reporting, analyze and verify campus input for accuracy.
• Prepare final review Mechanical Review Board and affinity group meeting items, reports to the Legislature, and/or outside agencies.
• Draft Public Works contract documentation, including support for technical scope development; prepare contract materials for managerial review and approval in accordance with CSU policies and regulatory requirements.
• Analyze insurance documentation and vendor compliance requirements, serve as a liaison with internal departments and external entities to ensure adherence to CSU policies, contractual obligations, and regulatory standards.
• Perform varied or specialized administrative and analytical duties and/or service as a program administrator including utility usage and cost information, renewables and energy data, STARS reporting, facilities maintenance data, etc.
• Prepare authorizations to proceed, quarterly reports, correspondence and other documents as related to Energy, Sustainability and Transportation Chancellor’s Office program.
• Maintain accountability for administrative systems and tools, including calendars for high visibility meetings, reporting platforms, and workflow systems; evaluate system functionality and recommend enhancements to support operational effectiveness.
• Develop and manage strategic planning resources for goal, task and project tracking using Smartsheet or equivalent software.
• Produce reports from various databases (STARS database, Sustainability Database, Energy Information System, Energy Efficiency Partnership, and Capital Projects).
• Aid in the collation and distribution of presentation and training materials, and logistical coordination for any and all training held at the Chancellor’s Office or online.
• Provide logistical support and planning assistance for unit meetings and conferences.
• Oversee and maintain the department calendar for high visibility meetings and associations with distinctive attention to multi-level details.
• Coordinate with Chancellor’s Office Communications Department to maintain and update ES& T web information.
• Document processes and procedures and maintain the administrative analyst desk manual to reflect current model practices.
• Provide assistance and back-up support to other units as needed.

Qualifications

• Bachelor's degree in life science, environmental science or related fields.
• A minimum of four years of progressive administrative experience and/or 2 years of analytical experience.
• Ability to establish and maintain cooperative working relationships.
• Ability to function well in high volume, deadline-driven environment.
• Thorough knowledge of English grammar, spelling and punctuation; thorough knowledge of office methods, procedures and practices.
• Proficient and accurate in basic math.
• Ability to coordinate many different clerical tasks, determine relative importance of each, set deadlines, prioritize and complete projects accordingly; ability to learn, independently interpret and apply a variety of academic and organizational policies and procedures; ability to identify appropriate applications of written policies and procedures; ability and interest to learn the operations of a department.
• Ability to apply judgment, discretion and initiative in performing clerical work in a variety of subjects, programs or projects; ability to draft and prepare clean, concise and accurate cover memoranda in final form and correspondence requiring selection of materials and references from a variety of sources; ability to check work for accuracy; ability to keep records and files; ability to screen mail, telephone calls and visitors.
• Knowledge of the AASHE STARS program and experience with credit analysis and platform interaction.
• Experience creating and utilizing Smartsheet or similar tools for project tracking and program management.
• Proficient in Microsoft Office Suites: Word, Excel, PowerPoint.