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Administrative Analyst – Special Session

San Jose State University
California, United States
Salary Not Specified
Date posted
Dec 2, 2022

Job Details

Job Summary

Reporting to the Department Resource Analyst, the Administrative Analyst – Special Sessions works independently, under limited supervision, to provide varied and complex administrative and technical duties in support of the School Director and School students, faculty, and staff. The Administrative Analyst – Special Sessions performs high-level Administrative, HR, Budget, and analytical work of moderate complexity. This incumbent works independently to compile, track, and analyze financial and HR information. This incumbent prepares financial reports for year-end budget projections in support of the Special Session Programs for the School of Social Work.

Key Responsibilities
  • Coordinates and processes hiring paperwork, including processing appointments and reappointment papers for each faculty member and ensure the correctness of salary with consultation with the School Director, Department Resource Analyst and appropriate personnel at the College and University level
  • Maintain confidential personnel working files, absence reports, and other employee records for the Department
  • Performs all activities pertaining to payroll, including collection of payroll vouchers, payroll records, and payroll warrant distribution for faculty, staff, and student assistants.
  • Oversees and maintains financial account tracking for the Special Session Programs budget in the context of the School’s overall financial status, and provides consultation Department Resource Analyst and School Director
  • Oversees, coordinates, communicates, and performs, as necessary, all administrative office operational duties including senior level administrative work for the School’s Special Session Programs, and serves as a resource for school and the public on university policy and procedures
  • Ensures completeness, accuracy, and timeliness of all operational functions
  • Proactively audit college academic schedule by providing Director and/or Department Resource Analyst with updates of enrollment and department schedule standings (ex. Course section quantity, course size etc.)
  • Oversees and coordinate all areas of student enrollment, this includes the control and issue of course codes, adding students to classes, preparing the special sessions schedule of classes while adhering to strict university scheduling guidelines to alleviate any scheduling conflicts
  • Manages and updates School website and social media accounts, including postings and announcements
Knowledge, Skills & Abilities
  • Very strong experience with budgets, budget worksheets, and financial reports. Working knowledge of budget policies and procedures
  • Ability to perform business math, calculate ratios, track financial data, and make budget projections
  • Experience with processing payments for faculty and student assistants, including non-teaching appointments
  • Experience in making purchases, processing travel reimbursements, and any other financial transactions related to special session budgets
  • Ability to work closely with the Director, including advice and recommendations regarding special session budgets
  • Experience with hiring faculty and/or student assistants for special session programs.
  • Investigate, analyze and solve problems
  • Make constructive recommendations for modifications or improvements of methods, procedures, techniques, equipment, and programs
  • Ability to handle multiple work priorities, organize and plan projects
  • Ability to work independently and plan day-to-day activities
  • Thorough knowledge of professional general business office methods, procedures and practices, English grammar, business writing, punctuation, and spelling
  • Ability to interpret and apply a wide variety of rules and procedures, regulations and policies
  • Ability to maintain confidentiality and appropriately handle sensitive communications with employees and external agencies
  • Ability to work with the general public, faculty, staff and students in a competent, diplomatic and open communication style
  • Strong oral communication skills
  • Must possess excellent customer service and public relations skills
  • Ability to perform accurately in a detail-oriented environment
  • Ability to troubleshoot and solve most office and customer-related problems
Required Qualifications
  • A bachelor's degree and/or equivalent training
  • Administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs
Preferred Qualifications
  • Two (2) years related work and business office experience which involves the monitoring and coordination administrative work through a system of internal procedures and controls
  • Office coordination experience


Classification: Administrative Analyst/Specialist – Non Exempt
Anticipated Hiring Range: $4,922/month - $5,200/month
CSU Salary Range: $3,518/month - $6,791/month

San José State University offers employees a comprehensive benefits package typically worth 30-35% of your base salary. For more information on programs available, please see the Employee Benefits Summary .

Application Procedure

Click Apply Now to complete the SJSU Online Employment Application and attach the following documents:
  • Resume
  • Letter of Interest
All applicants must apply within the specified application period: December 2, 2022 through December 18, 2022 . This position is open until filled; however, applications received after screening has begun will be considered at the discretion of the university.

Contact Information

University Personnel

CSU Vaccination Policy

The CSU requires faculty, staff, and students who are accessing campus facilities to be fully vaccinated against the COVID-19 virus (including all booster doses of an approved vaccine for which an individual is eligible per current CDC recommendations) or declare a medical or religious exemption from doing so. As a condition of employment, any candidates advanced in a currently open search process should be prepared to comply with this requirement as well as with other safety measures established on the campus. The system wide policy can be found at and questions may be sent to .

Additional Information

Satisfactory completion of a background check (including a criminal records check) is required for employment. SJSU will issue a contingent offer of employment to the selected candidate, 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 offered the position on a contingent basis.

The standard background check includes: criminal check, employment and education verification. Depending on the position, a motor vehicle and/or credit check may be required. All background checks are conducted through the university's third party vendor, Accurate Background. Some positions may also require fingerprinting. SJSU will pay all costs associated with this procedure. Evidence of required degree(s) or certification(s) will be required at time of hire.


All San José State University employees are considered mandated reporters under the California Child Abuse and Neglect Reporting Act and are required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment. Incumbent is also required to promptly report any knowledge of a possible Title IX related incident to the Title IX Office or report any discrimination, harassment, and/or retaliation to the Office of Equal Opportunity.

Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act and Campus Housing Fire Safety Notification:

Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the Annual Security Report (ASR) is also now available for viewing at The ASR contains the current security and safety-related policy statements, emergency preparedness and evacuation information, crime prevention and Sexual Assault prevention information, and information about drug and alcohol prevention programming. The ASR also contains statistics of Clery crimes for San José State University locations for the three most recent calendar years. A paper copy of the ASR is available upon request by contacting the Office of the Clery Director by phone at 408-924-1501 or by email at .

Pursuant to the Higher Education Opportunity Act, the Annual Fire Safety Report (AFSR) is also available for viewing at . The purpose of this report is to disclose statistics for fires that occurred within SJSU on-campus housing facilities for the three most recent calendar years, and to distribute fire safety policies and procedures intended to promote safety on Campus. A paper copy of the AFSR is available upon request by contacting the Housing Office by phone at 408-795-5600 or by email at .

Equal Employment Statement

San José State University (SJSU) is an Equal Opportunity/Affirmative Action employer committed to nondiscrimination on the basis of age, ancestry, citizenship status, color, creed, disability, ethnicity, gender, genetic information, marital status, medical condition, national origin, race, religion or lack thereof, sex, sexual orientation, transgender, or protected veteran status consistent with applicable federal and state laws. This policy applies to all SJSU students, faculty and staff programs and activities. Title IX of the Education Amendments of 1972, and certain other federal and state laws, prohibit discrimination on the basis of sex in all education programs and activities operated by the university (both on and off campus).

Advertised: December 02, 2022 (9:00 AM) Pacific Standard Time
Applications close:


San Jose State University

As one of the most transformative universities in the nation, San José State is ready for big change. As part of Transformation 2030, SJSU's strategic plan, the campus community is dedicated to realizing the university's potential as a nationally prominent urban public university. San José State provides a comprehensive university education, granting bachelor’s, master’s and doctoral degrees in 250 areas of study. With approximately 36,000 students and nearly 4,300 employees, SJSU is an essential partner in the economic, cultural and social development of Silicon Valley and California. 

In collaboration with nearby industries and communities, SJSU faculty and staff are dedicated to achieving the university's mission as a responsive institution of the state of California: To enrich the lives of its students, to transmit knowledge to its students along with the necessary skills for applying it in the service of our society, and to expand the base of knowledge through research and scholarship.

Founded in 1857, San José State's history began before the Civil War, as the first State Normal School, which trained teachers who educated the people of a young California. Now, SJSU is a dynamic comprehensive university that anchors the 10th largest city in the United States, and Spartans are found around the globe. 

Faculty members combine research, scholarship and creative activity with industry or practical experience—incubating a problem-solving and entrepreneurial mindset. 

Joining the SJSU community means becoming part of an organization that has worldwide impact. Along with its rich history, SJSU is a dynamic and diverse community in the heart of downtown San José. Embark on your future at SJSU!

As employees of the California State University (CSU), you have a comprehensive program of health benefits including medical, dental, vision, flexible benefits programs and more available to you and, in many instances, your family. Additionally, you may be eligible to extend your health, dental and vision benefits to dependents up to age 26.

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