Job Details

Advising Analyst

  2022-06-23     California State University, Monterey Bay     Seaside  

Advising Analyst

Job no: 515888

Work type: Staff

Location: Monterey Bay

Categories: Unit 9 - CSUEU - Technical Support Services, Administrative, Probationary, Full Time

Classification: Administrative Analyst/Specialist

Anticipated Hiring Salary: Low $4,000's/month

Hours: Full-time / 40 hours per week

FLSA: Non-exempt

Priority Screening Date: July 7, 2022

Recruitment Status: Open Until Filled


Powered by an inspiring, (CSUMB) is a mid-sized comprehensive baccalaureate and masters granting university whose staff and faculty help transform student lives through a focus on student success and engagement through project-based learning, service learning in its regional community, and the promotion of multicultural and global perspectives on and beyond campus. CSUMB is both a Minority Serving Institution (MSI) and a Hispanic Serving Institution (HSI) and has a vibrant, diverse student body of over 7,400 students. The university's prioritizes inclusive excellence through recruiting and investing in the development of a diverse body of faculty, staff, and administrators. CSUMB's sustainability initiative is to be carbon neutral by 2030. The university's faculty and staff, many of whom live in the East Campus housing development, appreciate living and working so close to the shores of the beautiful Monterey Bay. As one of the 23 campuses in the California State University (CSU) system, CSUMB offers excellent benefits, including access to below-market-rate campus housing and competitive salaries for faculty and staff.


Under the general supervision of the Associate Dean for Advising, Career, and Student Success (CACSS), the Advising Analyst performs a wide range of general and/or specialized administrative and analytical responsibilities in support of the Center for Advising, Career and Student Success, including the Transfer Student Success Center. The Advising Analyst

• Coordinates and monitors the administrative functions of CACSS; compiles material and assists in the preparation of budgets, reports, manuals, and information associated with all areas of academic, career, and success advising. Supports the Associate Dean, Associate Director, and staff advisors.

ESSENTIAL DUTIES AND RESPONSIBILITIES include, but are not limited to, the following:

Budget and Administrative and Duties:

• Coordinates and monitors all CACSS budgets; Tracks and reconciles budget expenditures and modifications in a timely manner. Provides payroll and budget reports, including analyses and projections, as requested.

• Manages, monitors, and maintains documentation for purchase requisitions, vendor contracts, and procurement card purchases as necessary for the day-to-day operating needs of the Center. Reviews and confirms travel documents and invoices for approval of payment.

• Meets with the College Budget Analyst periodically to review budget protocols and policies, summarizes and provides input on Center funds.

Data Queries, Analysis, and Reporting

• Tracks, reviews and updates multiple student information systems, databases. and other systems related to academic, career, and student success advising.

• Builds/produces operational queries and documentation for advising data systems in support of all departments within the CACSS and collaborating departments.

• Analyzes and summarizes data in support of projects and strategic planning for academic, career, and student success advising.

• Oversees the production of reports, brochures, flyers, and other publications.

• Works collaboratively with Admissions, Records, SIS, IAR, and other offices to ensure accurate and timely data reporting and access.

CA promise/ADT

• Supports advising functions of the California Promise program: Maintains accurate lists of eligible students in different platforms. Communicates with CA Promise students, academic advisors, and the registrar's office. Pulls data from several different sources to verify that students meet initial and continuing eligibility requirements.

• Supports Associate for Transfer (ADT) processes at CSUMB: Serves as liaison between Academic Advising, Admissions, Records, and Student Information Systems in support of campus and CSU reporting and classification requirements for ADT students. Runs ADT queries and processes on a regular schedule and ensures that students are coded correctly and in the appropriate student group.

Technical support for Online Advising Data Systems

• Provides access to advising and career data and scheduling systems and student information systems (such as Oasis) to professional staff advisors and student assistants, and other departments as requested. Tracks and maintains advisor access assignments.

• Serves as a resource for and assists with training advisors for all e-advising tools. Acts as the first point of contact for advisors and CACSS staff for e-advising software or CSM issues.

• Serve as liaison with vendors, IT, and SIS to resolve operational and access issues

• Update and maintain College Scheduler (Schedule Planner) when each semester's course schedule is released.

• Attends technical work group meetings on campus as needed.

Other Functions:

Performs other job-related duties and special projects as assigned.


Experience and knowledge to be fully functional in all technical aspects of work assignments. Working knowledge of and ability to apply standard theories, principles, practices, and techniques applicable to the program and/or administrative specialty to develop conclusions and make recommendations. Thorough knowledge of policies, procedures, and outside regulations pertaining to the applicable program and/or administrative specialty. Working knowledge of operational and fiscal analysis and techniques.

Abilities to take initiative and independently plan, organize, coordinate, and perform work in various situations where numerous and diverse demands are involved. Ability to anticipate problems and address them proactively. Demonstrated ability to effectively interpret, organize, and present information and ideas in written or presentation form. Ability to train others on new skills and procedures and provide lead work direction.

Experience in the research, development and evaluation of policies and programs, including skill in the collection, evaluation, and interpretation of data to develop sound conclusions and make appropriate recommendations. Expertise in investigating and analyzing problems with a broad administrative impact and implications. Thorough mastery of English grammar, spelling, punctuation, editing and spoken language.


Entry to 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.


Thorough knowledge of Microsoft Suite and Google Suite with particular attention to Excel (and Google Sheets). Skilled in working with databases: understanding of data standards and structure; formatting; coding; basic analytic techniques; storage; report generation. Working knowledge of budget and accounting. A strong customer service attitude and commitment is essential.


Technical fluency with Oracle/PeopleSoft, CSU Common Management System, budgeting, Microsoft Office Professional Suite, and Google suite. Commitment to working collaboratively with a diverse team of staff in support of students from a wide range of socioeconomic and ethnic backgrounds.


• All offers of employment are contingent upon the successful completion of a background check (including a criminal records check).

• 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 as a condition of employment.

• This position will have a duty to report to the Campus Title IX Officer information pertaining to victims of sex discrimination, sexual harassment, sexual misconduct, dating/domestic violence, and stalking as required by

• This position has been designated as a sensitive position with:

• access to, or control over, cash, checks, credit cards, and/or credit card account information

• responsibility or access/possession of building master or sub-master keys for building access

• access to and responsibility for detailed personally identifiable Level 1 confidential information about students, faculty, staff or alumni that is protected, personal or sensitive as defined in the

• control over campus business processes, either through functional roles or system security access

• This position is required to comply with confidentiality requirements outlined in the Department of Education's Family Educational Rights and Privacy and California's Educational Code Chapter 13 regarding sensitive student issues.

• Must possess and maintain a valid license to drive in the State of California, pass the Defensive Training Class, and be insurable under the University's liability coverage.

• Occasional evenings and/or weekend work may be required.


Office environment with standard equipment and tasks. Position requires working at a computer and desk for extended periods of time. May require travel between campus offices and off-campus locations.

The health and safety of our students, faculty, and staff remain our highest priority. While on campus, students, faculty, staff, and the community will be expected to follow all campus safety mandates.

Per the CSU COVID-19 Vaccination Interim Policy, all students and employees are required to submit their vaccination status to the Otter Vaccination Registry and are encouraged to be vaccinated.


CSUMB offers a premium benefit package that includes outstanding vacation, health, dental and vision plans; membership in the California Public Employees Retirement System (CalPERS); and 14-paid holidays a year. For more information, visit Additionally, as a perk, the University Corporation at CSU Monterey Bay provides access to affordable campus housing based on availability; visit for more information.


For full consideration, applicants must complete the required online application prior to the priority screen date found at Application submissions received after the application screening date will be reviewed at the discretion of the University. Materials submitted become the property of CSUMB and will not be returned.

CSUMB is not a sponsoring agency for staff or management positions.

Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose by contacting University Personnel at (831) 582-3389 or email All employees must be eligible for employment in the U.S.


CSUMB hires only individuals lawfully authorized to work in the United States and is an E-Verify employer. In compliance with federal crime awareness and campus security legislation, including the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics, you can view the notice of availability and access the Cal State University, Monterey Bay annual security and fire safety reports at

CSUMB is a smoke and tobacco-free campus.


CSUMB is an Equal Opportunity Affirmative Action employer seeking to recruit and support a broadly diverse community of faculty and staff. We value and celebrate diversity in all its forms and strive to foster an inclusive culture built on respect that affirms inter-group relations and builds cohesion. We consider qualified applicants for employment for their anticipated contributions and without regard to race, color, religion, national origin, age, gender, gender identity or expression, sexual orientation, genetic information, medical condition, pregnancy, marital status, veteran status, or disability.

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