Administrative Technology Operations Analyst

About the role

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 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.

Responsibilities

• 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.
• 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.
• 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.
• Carefully 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.
• Coordinates divisional processes related to student assistant employment, including recruitment support, onboarding coordination, appointment changes, and separation actions.
• 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.
• 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.

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.
• 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.