CLASSIFICATION TITLE: Administrative Analyst/Specialist I - (Non-Exempt)

UNION CODE: R09

TEMPORARY END DATE: This position is temporary and ends on or before June 30, 2026. Any continuation beyond June 30, 2026, is contingent upon satisfactory performance and available funding.

FT/PT: Hourly Intermittent

PAY PLAN: 12month

WORKPLACE TYPE: On-site (work in-person at business location)

ANTICIPATED HIRING RANGE: Step 1 $27.69 – Step 4 $29.38

• However, offer amount will be commensurate with candidate’s experience, education, skills, and training.

CSU CLASSIFICATION SALARY RANGE: $27.69 - $40.34

PAY BASIS: Hourly

CANDIDATES ELIGIBLE TO APPLY: THIS RECRUITMENT IS AVAILABLE TO CURRENT ON-CAMPUS EMPLOYEES ONLY.

POSITION PURPOSE: The California Well Sample Repository (CWSR) is a critical facility that stores and preserves geological and hydrological samples from wells across California. It serves as a valuable resource for researchers and industry professionals to study the state’s subsurface conditions. The CWSR is self-supporting by providing serves to industry, government, and consulting agencies.

As curator of the CWSR, the primary role involves coordinating and monitoring the collection, organization, and preservation of well samples. This includes ensuring proper documentation and labeling of each sample, maintaining an accessible and secure database, and facilitating access to researchers and stakeholders. The Curator also ensures that samples are stored under optimal conditions, managing their physical and digital records to support ongoing scientific analysis and long-term storage. The Curator’s duties include answering inquiries about services and sample/data availability, and providing billable services to clients requesting samples, examination of core material, and/or access to well sample data. Additionally, the Curator plays a key role in promoting the repository’s use for educational and research purposes, contributing to the advancement of geological and hydrological studies.

DUTIES & RESPONSIBILITIES:

Curation Duties

• Acquire, assess, and catalog new materials for the collection, ensuring proper documentation and classification.
• Conduct regular reviews of existing collections to maintain organization, proper preservation, and accessibility.
• Contribute to the development and implementation of curation strategies for organizing, storing, and preserving materials in the collection.
• Ensure the proper handling, storage, and preservation of sensitive items, including monitoring environmental conditions (e.g., temperature, humidity).
• Contribute to the development and maintenance of a comprehensive inventory system for all collection materials, including core samples, well files, and other geological or hydrological data.
• Assist with conducting research to support the development and enhancement of the collection, identifying gaps and opportunities for expansion.
• Collaborate with researchers, institutions, and external experts to enhance the collection’s value and relevance.
• Coordinate the preparation and display of materials for public or educational exhibitions, ensuring accuracy and accessibility.
• Ensure compliance with all preservation standards, policies, and regulatory requirements.
• Review and update curation practices regularly to reflect industry best practices and technological advancements.
• Train and lead staff or volunteers involved in curation and collection management activities.
• Develop and maintain relationships with stakeholders and funding bodies to support the growth and maintenance of the collection.

Customer Service

• Regularly respond to phone calls, emails, and walk-in inquiries, providing exceptional customer service.
• Schedule and coordinate review appointments, accommodating customer availability.
• Offer assistance and guidance to customers while they examine materials, answering questions and providing expert support.
• Maintain a detailed log of customer interactions, tracking requests and follow-up actions.
• Facilitate requests for off-site shipping, copying, or digital reproduction of materials.
• Provide feedback and suggestions for improvements in customer service processes based on direct interactions with clients.
• Identify and retrieve requested materials, including core samples, well files, paleo reports, and other related items.
• Prepare and present requested materials for customer review, ensuring accessibility and organization.
• Facilitate off-site shipping or document reproduction for customer requests.
• Ensure all reviewed materials are returned to their appropriate storage locations promptly.

Building Maintenance

• Monitor and organize the regular inspection and maintenance of storage facilities, ensuring proper conditions for the preservation of materials.
• Coordinate repairs and maintenance of shelving, cabinets, and other storage equipment to ensure proper organization and safety.
• Monitor environmental conditions such as temperature, humidity, and lighting, adjusting as needed to protect sensitive materials.
• Ensure cleanliness and orderliness of storage spaces, including organizing and maintaining clear pathways to materials.
• Manage inventory of maintenance supplies and equipment, ensuring that all necessary tools and materials are readily available.
• Work with external contractors or maintenance staff to address any structural or technical issues within the facility.
• Develop and implement a preventive maintenance schedule for equipment and storage systems.
• Ensure compliance with health, safety, and environmental regulations in all maintenance activities.
• Report and document any damage or issues to the collection, coordinating with relevant departments for resolution.
• Provide recommendations for improvements to facility design or infrastructure to enhance long-term preservation efforts.

Administrative Functions

• Manage billing records and monitor payments for services rendered.
• Manage and update databases and records for all collection materials, ensuring accuracy and accessibility.
• Coordinate the scheduling of appointments and reviews for customers or researchers requesting access to collection materials.
• Prepare and process invoices, billing records, and financial reports related to collection services and materials.
• Maintain detailed documentation of collection acquisitions, donations, loans, and transfers.
• Contribute to the development and implementation of policies and procedures related to collection management, access, and use.
• Handle correspondence with external partners, researchers, institutions, and the public regarding collection inquiries and requests.
• Monitor collection-related budgets, ensuring efficient allocation of resources.
• Assist in preparing reports, presentations, and proposals related to the collection for internal or external stakeholders.
• Maintain a filing system for collection documentation, including acquisition records, research findings, and relevant correspondence.
• Support funding requests, and other administrative tasks to secure resources for collection maintenance and growth.
• Ensure compliance with organizational policies and regulatory requirements.
• Collaborate with other staff (Director, Administrative Staff, and Students).
• Track and manage staff schedules, work assignments, and performance related to collection administration tasks.
• Organize and archive historical records and other documents related to the collection for long-term preservation.
• Schedule the 60+ volunteers.
• Guide and lead student assistants; assign work and review time.

REQUIRED QUALIFICATIONS

EDUCATION & EXPERIENCE: Bachelor’s degree and/or equivalent training and two (2) years of recent administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs.

LICENSES: Possession of a valid driver’s license or the ability to obtain by date of hire.

SKILLS, KNOWLEDGE & ABILITIES (SKA’s):

• Regular and reliable attendance is required.
• Proficient in using various software for database management, including proficiency with ArcGIS for spatial analysis and mapping of geological data.
• Working knowledge of general practices, program, and/or administrative specialty.
• Basic knowledge of and ability to apply fundamental concepts.
• Working knowledge of budget policies and procedures.
• Ability to learn, interpret, and apply a wide variety of policies and procedures relating to and impacting the applicable program, organizational unit, and/or administrative specialty.
• Knowledge of basic methods and procedures for research and statistical analysis and the ability to apply them.
• Ability to analyze data and make accurate projections using business mathematics and basic statistical techniques.
• Ability to organize and plan work and projects including handling multiple priorities.
• Ability to make independent decisions and exercise sound judgment.
• Ability to compile, write, and present reports related to program or administrative specialty.
• Demonstrated ability to establish and maintain effective working relationships within and outside the work group and serve as a liaison for the organizational unit.
• Demonstrated customer service experience requiring a very high level of diplomacy and professionalism.
• Ability to use tact and diplomacy to effectively handle a broad range of high level and sensitive interpersonal situations with diverse personalities, and to respond appropriately to conflicts and problems.
• Ability to initiate, establish, and foster communication and teamwork by maintaining a positive, cooperative, productive work atmosphere in the University with the ability to establish and maintain effective working relationships within a diverse population and with those from various cultural backgrounds.
• Excellent communication skills; ability to effectively communicate information in a clear and understandable manner.
• Thorough knowledge of English grammar, spelling, and punctuation.
• Ability to interpret, communicate and apply policies and procedures.
• Ability to maintain a high degree of confidentiality.
• Excellent organizational and time management skills with the ability to set own priorities to coordinate multiple assignments with fluctuating and time-sensitive deadlines.
• Excellent computer skills and competence with a variety of computer applications including word-processing, spreadsheets, databases, on-line systems, Internet as well as online calendaring and email.
• Working knowledge of or ability to quickly learn University infrastructure.
• 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.

PREFERRED QUALIFICATIONS:

• Ability to work in varying temperature conditions, including both hot and cold environments
• Capable of safely climbing ladders up to 15 feet in height
• Ability to lift and carry heavy items weighing up to 100 lbs.
• Experience with moving pallets using a pallet lifter or similar equipment
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Strong knowledge of the California STR (Surveyor’s Tract Reference) system
• Basic understanding of geological principles and subsurface investigations
• Demonstrated skills in an institutional/educational environment possessing a customer-oriented and service-centered attitude.

PHYSICAL DEMANDS: MEDIUM WORK – up to 40% of the activities involve sitting, standing, squatting, kneeling or walking; lifting heavy weight objects limited to 50 pounds; may involve pushing and pulling objects within the weight limits.

ENVIRONMENTAL FACTORS:

• Is exposed to marked changes in temperature and/or humidity
• Is exposed to dust, fumes, gases, or radiation, microwave
• Works in high places

SPECIAL CONDITIONS

SCREENING: Only those applicants possessing experience most directly related to the immediate needs of the office will be invited to appear before a Qualifications Appraisal Board for the purpose of appraising training, experience, and interest in the position.

BACKGROUND CHECK: Satisfactory completion of a background check (including a criminal records check) is required for employment. CSU will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was conditionally offered the position.

SENSITIVE POSITION: Sensitive positions are designated by the CSU as requiring heightened scrutiny of individuals holding the position, based on potential for harm to children, concerns for the safety and security of the people, animals, or property, or heightened risk of financial loss to the CSU or individuals in the university community.

GENERAL INFORMATION: It is the policy of California State University, Bakersfield to hire only United States citizens and aliens lawfully authorized to work in the United States. All new employees will be required to present documentation verifying their right to accept employment. You will also be requested to present a social security card at the time of initial appointment in compliance with state payroll regulations.  State regulations require that every state employee sign the Oath of Allegiance prior to commencing the duties of his/her state employment, except legally employed non-citizens. These individuals are required to sign the Declaration of Permission to Work.

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 CSU Bakersfield provides equal opportunity in education and employment without unlawful discrimination or preferential treatment based on race, sex, color, ethnicity, or national origin. At CSU Bakersfield, excellence is built on merit, talent, accessibility, and equal opportunity for all.