Data Management Analyst
California Polytechnic State University - San Luis Obispo - San Luis Obispo, CA

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Position Title

Admin Analyst/Spclst 12 Mo

Job Posting Title

Administrative Analyst/Specialist - Exempt I - 12 Month

Regular / Temporary


Working Title

Data Management Analyst

Full / Part Time


If part-time, indicate time base

Appointment Duration / End Date:

Office of the Registrar

College / Division

Academic Affairs

Salary Range

$3,845 - $5,770 per month, plus any negotiated salary increase.

Pay Basis


Pay Plan


Position Description

****THIS POSITION IS OPEN UNTIL FILLED**** Within Academic Affairs, the Office of the Registrar serves the entire campus community and its alumni. It is responsible for the integrity and maintenance of all aspects of the student academic record from the point of admission to the University, progressing through the evaluation of transfer credit, registration, program and enrollment changes, verification of enrollment activity, degree posting, diploma preparation, graduation, and transcript production. The Office of the Registrar is also responsible for the administration of the University's courses, curricula, and academic scheduling that support student enrollment and progress to degree. This position within the Data Management area plays a critical technical and analytical role in the development and maintenance of Student Records, Academic Advising and Campus Community modules of PeopleSoft and how they may relate to other PeopleSoft modules. This includes but is not limited to running processes to update student records; security setup and monitoring; and support for other Data Management duties. These assignments require understanding complex information system databases and relationships with those databases; university infrastructure, policies, procedures and functions; maintaining, coordinating and completing complex tasks; independent evaluation and decision making; coordinating workloads and meeting deadlines for assignments with accountability for the end result. This position is dynamic, requiring the full range of work to support the day-to-day technical and analytical initiatives of the Office of the Registrar under the general direction of the Associate Registrar.

Minimum Qualifications (Staff Only)

Equivalent to graduation from a four-year college or university. Three years of technical or administrative experience. A graduate degree in a related field may be substituted for one year of the required experience. Additional qualifying experience may be substituted for the required education on a year-for-year basis.

Required Qualifications / Specialized Skills

Knowledge of, or the ability to quickly learn, business process cycles, calendars and sys processing needs; supported sys process, including functions, input/output, dependencies, processing options, and timing considerations; methods and procedures for research and statistical analysis and the ability to apply them Understanding of, or the ability to quickly learn, Student Administration, Student Records, Academic Advising and Office of the Registrar processes, policies, and procedures; working knowledge of or ability to quickly learn University infrastructure, policies and procedures. Ability to perform multiple tasks that could require simultaneously handling phones and working on a computer to input or retrieve data; adapt to and use new and/or changing technology, systems and software; and exchange information, share knowledge and function well in a team environment or independently; wk in a fast paced and high traffic environment w/frequent interruptions and manage workplace changes in policies, procedures, organizational structure and other issues; adhere to the established policies related to Cal Poly data, screen security and confidentiality; and initiate, establish, and foster communication and teamwork by maintaining a positive, cooperative, productive wk atmosphere in and outside the University w/the ability to establish and maintain effective working relationships w/in a diverse population and w/those from various cultural backgrounds; use tact and diplomacy to effectively handle a broad range of high level and sensitive interpersonal situations w/diverse personalities, and to respond appropriately to conflicts and problems; must be able to train others on new skills and procedures. Working knowledge of administrative concepts, practices and procedures to research, develop and evaluate policies and programs, including collection, evaluation and interpretation of data and information from a wide variety of sources to develop sound conclusions and make appropriate recommendations; strong working knowledge of info systems, reporting software, and multiple complex database practices, including an understanding of system tables, data integrity mgmt, and the working relationships/interfaces between those data bases. Expertise in investigating and analyzing problems, determining possible solutions, and recommending viable solutions for a given situation; must be able to perform long periods of data entry when necessary. Strong ability to interpret, apply/work w/and explain to others a variety of complex academic policy and procedures and understand the underlying intent when processing exceptions and/or requesting exceptions to be reviewed/approved; perform data mgmt transactions w/accuracy and efficiently, sound judgment and professional integrity; take initiative and effectively lead projects, as well as teams, in understanding objectives, gathering requirements and issues, evaluating and arriving at solutions, completing tasks and action items, and meeting project deadlines. Excellent communication skills; ability to effectively communicate info in a clear and understandable manner, both verbally and in writing; exceptional organizational skills w/the ability to independently prioritize and coordinate multiple and shifting wk objectives, transitioning from projects/assignments as needed. Demonstrated ability to update documentation of procedures; clearly and professionally respond to email; prepare and compose memorandums, official correspondence, and standard reports; demonstrated customer svc exp requiring a very high level of diplomacy and professionalism. Excellent computer skills and proficiency w/a variety of computer applications including word-processing, spreadsheets, databases, on-line systems, Internet as well as online calendaring and email.

Preferred Qualifications / Skills

Demonstrated skills in an institutional/educational environment utilizing a customer-oriented and service-centered attitude. Bachelor Degree Knowledge of Cal Poly Catalogs, Class Schedules, FERPA, California Code of Regulations (Title 5), Chancellor's Office Executive Orders and Memorandum, State and Legislative directives, and other campus regulations is preferred. Proficiency and experience with: PeopleSoft Student Administration System - (including Student Record module, Campus Community and Academic Advisement module).

Special Conditions (Staff)

****THIS POSITION IS OPEN UNTIL FILLED**** Retired CalPERS members selected for this vacancy must request and be approved for reinstatement from retirement prior to the start date. Employment of retired CalPERS members will typically be for 90 days or less and must be for work requiring specialized skills or for a bona fide emergency to prevent stoppage of business. Must be willing to travel and attend training programs off-site for occasional professional development. Must be able to work overtime, occasional holidays, and adjust working hours to meet special jobs. May be called back periodically to perform work as needed on an emergency basis. 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 CSU Executive Order 1083 as a condition of employment. This position classification has been defined as "Exempt" and is not subject to the overtime provisions of the Fair Labor Standards Act (FLSA).

Pre-Employment Conditions (Staff)

Benefits Eligible More Information


Job Open Date


Job Close Date

Review Begin Date


How to Apply

To apply, visit WWW.CALPOLYJOBS.ORG to complete the required online staff application and apply to requisition #102890. Applicants will have the option of attaching a Cover Letter, Resume and three Letters of Recommendation via the online employment system. Applicants needing computer/internet access may contact Cal Poly Human Resources at: (805) 756-2236, for information on available resources. Cal Poly is strongly committed to achieving excellence through cultural diversity & actively encourages applications of all qualified individuals. EOE

Internal Recruitment Only


Projected Start Date (Faculty Only)

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