Water Resources Institute Specialist

at  California State University

JOB SUMMARY:

Under general supervision, incumbent independently determines approaches to projects and priorities to coordinate the daily operation of the Water Resources Institute (WRI) to meet university and department goals, serving as point of contact between the WRI and students, faculty, and other departments on campus, with broad knowledge of departmental and university procedures and practices.
Duties and Responsibilities

Program Administration:

• Program and policy research, analysis, reporting, and evaluation; participates in the development of methods, policies, and procedures to achieve programmatic goals; leading related committees; ensuring compliance with applicable regulations or requirements governing the program, serving as liaison to outside agencies or entities related to the program to ensure that programs remain in compliance with grant requirements.
• Assist faculty, staff and administrators in reviewing and analyzing funding opportunities. • Participate in leadership meetings to discuss ongoing progress and ways to increase effectiveness of grant goals.
• Coordinate and collaborate with Sponsored Programs Administration to increase mutual understanding and effectiveness of the overall operations.
• Being the point of contact for Grant/Project reporting or data needs and assisting in collecting data and completing reports (Quarterly reports, Annual reports, and others as needed).
• Scheduling meetings, creating agendas, and maintaining effective communication across all the areas within and outside CSUSB, including any external partners.

Administrative Specialties:

• Financial analysis, planning, and fund management; budget analysis; accounting and administration; human resources and payroll administration; office coordination; contract administration.
• Assist with financial planning, budgeting, cost analysis, and financial reports as well as making policy/procedural recommendations related to the area.
• Assist in the preparation and submission of various reports, and other project-specific requests from Sponsored Programs Administration.
• Monitor, track, and coordinate all department budgets and accounts, which includes general fund, auxiliary funds and philanthropic funds, following Grant, UEC and CSUSB guidelines.
• Process various invoices, subcontracts, requisitions, purchase orders, reimbursements, and faculty/student pay.

General Administrative Functions:

• Participates in the design, implementation, and evaluation of various administrative systems to support program operations; advising management on policy and procedures related to finance, budgets, personnel, and related operational functions to meet programmatic goals; acting as an internal and external resource on policy and procedural matters; and leading or coordinating projects involving the management of external parties.
• Coordinate the daily operation of the Department under general supervision, meeting University, and Department deadlines and demands.
• Serve as point of contact for students, faculty, and other departments and colleges on campus.
• Act as a liaison between suppliers, vendors, and campus departments to fulfill purchases.
• Assist in recruitment and payroll processing of student interns.
• Perform other classification-related duties as assigned.

MINIMUM QUALIFICATIONS:

• Bachelor’s degree and/or the 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.
• PLUS two years of related experience.

REQUIRED QUALIFICATIONS:

In addition to Position Skill Level - Non-Exempt knowledge and skill requirements, work assignments typically require:

• 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.
• Ability to take initiative and independently plan, organize, coordinate, and perform work in various situations where numerous and diverse demands are involved.
• Skill 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.
• 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.

PREFERRED QUALIFICATIONS:

• Grant budgeting and reporting experience.
• Familiarity with grant writing process.
• Peoplesoft, Paylocity, and Procurement systems experience.
• General accounting skills.
• Ability to manage multiple diverse projects at the same time.
• Budget creation, monitoring, and management.
• Ability to work closely with students, faculty, accounting staff, and external agencies.
• Understanding of procurement and accounts payable procedures.
• Experience with electronic payroll submission and other HR processes.
• Strong Microsoft Office proficiency.
• General knowledge and skills in Project Administration.
• Expertise in administrative survey techniques, operations and systems analysis, statistical and research methods, and the ability to interpret and evaluate results to develop sound conclusions and recommend new or revised policies.
• Ability to understand problems from a broad, interactive perspective and discern applicable underlying principles to conceive of and develop strategic solutions.
• Ability to work with representatives from public and private entities and handle potentially sensitive situations.
• Demonstrated consultative skills in working with internal and external constituent groups.
• Ability to effectively present ideas and concepts in written or presentation format and use consultative and facilitation skills to gain consensus.

Please refer the Job description for details