Graduate Studies Administrative Analyst/Specialist

Job Description:

Graduate Studies Administrative Analyst/Specialist

Description

Graduate Studies Administrative Analyst/Specialist

Department of Graduate Studies

Job #546578

Close Date: Thursday, July 24, 2025

(Internal Only)

At Cal Poly Humboldt, bold hearts and open minds shape the future.

Founded in 1913, Cal Poly Humboldt began as a small college for teachers. Today Humboldt has grown into a comprehensive university with rigorous science and liberal arts programs. Designated a polytechnic in 2022, Cal Poly Humboldt provides hands-on, impactful educational opportunities that lead to meaningful, measurable outcomes for the individual, for the state, and the world.

Cal Poly Humboldt is proud to have more than 6,000 students of all backgrounds spread across 61 majors, 13 graduate programs, and 4 credential programs - all of whom contribute passion and creativity within their fields and set the stage for a future grounded in equity and sustainability. Hands-on learning, inspired teaching, ground-breaking research, and thought-provoking creative activity happen daily at Humboldt.

Finding a better future is a task for the bold and open, the down-to-earth and visionary. Cal Poly Humboldt strives to cultivate these qualities in leaders, innovators, and scholars in every field.

(Job #546578) Administrative Analyst/Specialist I-E, Graduate Studies AA/S, Salary Range: $4,598 - $8,318; Hiring Range: $4,598 - $4,828. This is a full-time, benefited, exempt, 12-month pay plan permanent position with a one-year probationary period in Graduate Studies. This position comes with a premium benefits package that includes outstanding vacation, medical, dental, and vision plans, life insurance, voluntary pre-tax health and dependent care reimbursement accounts, a fee waiver education program, membership in the California Public Employees Retirement System (PERS), and 14 paid holidays per year. Additional benefits information can be found at https://hraps.humboldt.edu/employee-benefits . Please note that this is an internal recruitment open only to active, stateside, Cal Poly Humboldt Employees.

Position Summary:

Under the lead direction of the Dean of Graduate Studies, the Administrative Analyst/Specialist acts as the official liaison between the Graduate Studies Office, Graduate Programs, and Graduate Council on matters related to the oversight of graduate students and relations that govern graduate education. This position also coordinates graduate initiatives and projects with a specific focus in areas of recruitment, enrollment, curriculum, and student success that align with the Cal Poly Humboldt Graduate Studies’ Strategic Plan 2024-2030.

This Administrative Analyst/Specialist is responsible for the full scope of project activities including initiation, execution, coordination, implementation and evaluation. The objective in all interactions is to respond with appropriate actions that will resolve issues and establish cordial relationships with those that contact Graduate Studies. In collaboration with the Graduate Dean, this position identifies opportunities to strategize on solutions to improve and adopt more efficient systems and policies that better serve graduate students. The Graduate Studies Administrative Analyst/Specialist serves as the primary point of contact for a diverse population of graduate students from the beginning of their graduate experience through completion of their degree.

Key Responsibilities:

Graduate Program Oversight and Analyses - 60%

• Review and evaluate graduate student requirements of Title V, graduate student and program policies and graduate degree programs (e.g. enforcing Chancellor’s Office compliance of Human subjects and IACUC) and CSU system requirements.
• Evaluate, interpret, and apply a wide range of policies and procedures related to graduate programs to ensure compliance of the meaning, quality and integrity of CPH graduate degrees.
• Participate, manage, and oversee working groups on various graduate program projects (e.g. meeting Graduate Council subcommittee).
• Understands, explains and reviews a variety of university discrepancies between CPH policies and graduate students to create a sense of community and teamwork.
• Work directly with graduate departments, the Office of the Registrar, Enrollment Management, Digital Commons, CEEGE, Financial Aid and the CSU Chancellor’s Office and other campus colleagues to ensure service to students is highly effective.
• Assist in recruitment for all graduate programs’ current best practices and campus-wide initiatives and projects with a specific focus in the areas of recruitment and enrollment. Coordinate and collaborate with Marketing and Communications, graduate program coordinators, and other stakeholder offices and staff to promote graduate programs at recruitment fairs, conferences and on-campus events.
• Manage, plan and present at annual Graduate Student Orientation and resource fair to meet the evolving needs of CPH graduate student populations.
• Ensure compliance with university, system and federal standards. Review, monitor and advise the Graduate Dean when issues arise regarding graduate student academic progress, required completion of degree documentation, culminating experience, timeliness and other processing-related matters. Mediate and review discrepancies between CPH policies and faculty decisions.
• Hire, train and oversee student assistants (3) in Graduate Studies.
• Maintain content for graduate student and faculty graduate coordinator Canvas courses, Graduate Studies website and social media platforms.
• Present at Graduate Council meetings to communicate changes in policies and procedures, announcements and important academic deadlines.
• Maintain the CSU Enrollment Reporting System (ERS) Database for graduate students (detailing the individual reporting and status of matriculation, advancement to candidacy and graduation). The ERS database provides information, as of census date, on each individual master’s student enrolled each term of the academic year. This information is used to support state budget requests, respond to federal information to support research requirements.

Collaboration and Development - 25%

• Ensure compliance with university, system and federal standards. Review, monitor and advise the Graduate Dean when issues arise regarding graduate student academic progress, required completion of degree documentation, culminating experience, timeliness and other processing-related matters. Mediate and review discrepancies between CPH policies and faculty decisions.
• Analyze, design, implement and evaluate various administrative systems to support the university's graduate program coordinators and support staff. Troubleshoot and reassess the workflow based on student and faculty input to improve the user experience in the submission, description, final sign off, and reporting of appropriate graduate forms and issues in PeopleSoft and Adobe Sign.
• Working closely with the Office of Admissions to ensure that all applications are reviewed and processed in accordance with university policies. This includes verifying application completeness, troubleshooting issues, and assisting with applicant communication as needed.
• Provide 1:1 and group training. Facilitate training sessions for faculty graduate coordinators and staff on campus policies and procedures as needed.

Graduate Studies Program Coordination - 10%

• Lead Graduate Studies Office in collaboration with the University Library to implement digital publishing guidelines for graduate student culminating experience theses and projects. Serve as contact to colleagues during implementation and ongoing troubleshooting and accessibility concerns.
• Provide 1:1 and group training. Facilitate training sessions for faculty graduate coordinators and staff on campus policies and procedures as needed.
• Serve as the CSU Coordinator for the Chancellor’s Doctoral Incentive Program and Sally Casanova Scholarship: Distribute materials, publicize programs, establish campus deadlines for acceptance of applications. Solicit full-time tenure track faculty members to serve as advisors to qualified applicants. Organize a campus committee to review applications and make recommendations to the campus President. Meet with other Campus Coordinators twice a year.

Other Duties as Assigned - 5%

Knowledge, Skills, and Abilities Associated with this Position Include:

As listed in Classification Standards:

• Working knowledge of and ability to apply standard theories, principles, practices, and techniques applicable to Graduate Studies to develop conclusions and make recommendations.
• Thorough knowledge of policies, procedures, and outside regulations pertaining to Graduate Studies.
• 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.

As related to the major responsibilities for this position:

• Ability to learn, interpret, and apply a wide range of policies and procedures related to Graduate Studies, ensuring compliance with institutional and administrative guidelines.
• Ability to manage daily Graduate Studies office operations, troubleshoot administrative issues, and respond to inquiries from faculty, students, and staff while maintaining efficiency and professionalism.
• Ability to plan, initiate, and coordinate multiple tasks and projects, prioritizing work independently while adapting to changing policies, procedures, and deadlines.
• Ability to compile, write, and present reports related to Graduate Studies programs; effectively communicate with students, faculty, and administrators both orally and in writing.
• Ability to provide high-quality customer service to students, faculty, and staff, addressing concerns with professionalism and maintaining a service-oriented approach.
• Ability to utilize and master office applications, including Microsoft Office, Google Suite, PeopleSoft, and other institution-specific software for data management and administrative tasks.
• Ability to communicate effectively with a diverse population, and establish and maintain strong working relationships across departments, serving as a liaison for Graduate Studies and facilitating collaboration.
• Ability to work effectively in a high-pressure environment with frequent interruptions, maintaining a positive attitude while managing multiple priorities and tight deadlines.
• Ability to analyze Graduate Studies budgetary data, make accurate projections, and apply general budget policies and procedures to support financial planning.

Minimum Qualifications:

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.

Preferred Qualifications:

Master’s degree, or equivalent experience in the field of Graduate Studies, with at least 2 years of experience working with graduate students. Familiarity for Title V requirements for graduate education.

Application Procedure: To apply, qualified candidates must electronically submit the following materials by clicking the Apply Now button:

• Letter of Interest
• Resume or Curriculum Vitae
• Contact information for at least three professional references

Application Deadline: The deadline to submit application materials is 11:55 p.m. on Monday, July 21, 2025.

Any inquiries about this recruitment can be directed to careers@humboldt.edu or Cal Poly Humboldt’s Human Resources Office at (707) 826-3626.

We acknowledge that Cal Poly Humboldt is located on the unceded lands of the Wiyot people, where they have resided from time immemorial. We encourage all to gain a deeper understanding of their history and thriving culture. As an expression of our gratitude we are genuinely committed to developing trusting, reciprocal, and long lasting partnerships with the Wiyot people as well as all of our neighboring tribes. Cal Poly Humboldt was the first campus in the California State University system to offer a stand-alone major in Native American Studies.

Cal Poly Humboldt is committed to enriching its educational environment and its culture through the diversity of its staff, faculty, and administration. Persons with interest and experience in helping organizations set and achieve goals relative to diversity and inclusion are especially encouraged to apply.

Working in the state of California is a condition of employment for this position. Even if part or all of an employee's assignment can be performed remotely, the employee must maintain a permanent residence in the state of California. The employee must be able to accept on-campus work assignment, as assigned, and come to campus when needed.

CSU strongly recommends that all individuals who access any in-person program or activity (on- or off-campus) operated or controlled by the University follow COVID-19 vaccine recommendations adopted by the U.S Centers for Disease Control and Prevention (CDC) and the California Department of Public Health (CDPH) applicable to their age, medical condition, and other relevant indications and comply with other safety measure established by each campus. The systemwide policy can be found at CSU Vaccination Policy and any questions you have may be submitted to hr@humboldt.edu .

Cal Poly Humboldt hires only individuals lawfully authorized to work in the United States. This position may be considered a “Campus Security Authority”, pursuant to the Clery Act, and is required to comply with the requirements set forth in CSU Executive Order 1107 a condition of employment.

CAL POLY HUMBOLDT IS NOT A SPONSORING AGENCY FOR STAFF OR MANAGEMENT POSITIONS (e.g. H1-B VISAS)

Evidence of required degree(s), certification(s), or license(s) is required prior to the appointment date. Satisfactory completion of a background check (including a criminal records check, employment verification, and education verification) is required for employment. Cal Poly Humboldt will issue a contingent offer of employment to the selected candidate, which may be rescinded if the background check reveals disqualifying information, and/or if it is discovered that the candidate knowingly withheld or falsified information. Certain positions may also require a credit check, motor vehicle report, and/or fingerprinting through Live Scan service. Failure to satisfactorily complete or adverse findings from a background check may affect the employment status of candidates or continued employment of current CSU employees who are being considered for the position.

All university programs and activities are open and available to all regardless of race, sex, color, ethnicity or national origin. Consistent with California law and federal civil rights laws, the Cal Poly Humboldt provides equal opportunity in education and employment without unlawful discrimination or preferential treatment based on race, sex, color, ethnicity, or national origin. Our commitment to equal opportunity means ensuring that every student and employee has access to the resources and support they need to thrive and succeed in a university environment and in their communities. Cal Poly Humboldt complies with Title VI of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act, the California Equity in Higher Education Act, California’s Proposition 209 (Art. I, Section 31 of the California Constitution), other applicable state and federal anti-discrimination laws, and CSU’s Nondiscrimination Policy. We prohibit discriminatory preferential treatment, segregation based on race or any other protected status, and all forms of discrimination, harassment, and retaliation in all university programs, policies, and practices. Cal Poly Humboldt is a diverse community of individuals who represent many perspectives, beliefs and identities, committed to fostering an inclusive, respectful, and intellectually vibrant environment. We cultivate a culture of open dialogue, mutual respect, and belonging to support educational excellence and student success. Through academic programs, student organizations and activities, faculty initiatives, and community partnerships, we encourage meaningful engagement with diverse perspectives. As a higher education institution, we are dedicated to advancing knowledge and empowering individuals to reach their full potential by prioritizing inclusive curriculum development, faculty and staff training, student mentorship, and comprehensive support programs. At Cal Poly Humboldt, excellence is built on merit, talent, diversity, accessibility, and equal opportunity for all.

Additionally, all CSU staff and faculty receive training annually on their obligations in responding to and reporting incidents of sexual harassment and sexual violence. You will be notified by email when you are required to take this mandated training.

Class Code: 1038
Publication Date: 7/10/2025

Advertised: Jul 10 2025 Pacific Daylight Time
Applications close: