Administrative Analyst Specialist

Job Summary

Reporting to the Director of Resources and Operations and receiving work lead direction from the Chair of Computer Science, the Administrative Analyst Specialist will be responsible for the department budget and office operations. This incumbent will provide support to the department office, faculty, staff, and students. This person works independently under general supervision, displays a high level of judgment in the execution of all duties. The Administrative Analyst Specialist has overall responsibility for the management of the day-to-day operations of the Computer Science Department. The incumbent, in collaboration with the Department Chair, will determine the annual budget, administer the budget throughout the fiscal year, and conduct the fiscal analysis and operational analysis. The Administrative Analyst Specialist serves as the liaison between the Department, the College of Science Dean's Office, Faculty Affairs, Human Resources, Office of the Provost and other departments/colleges, along with outside agencies.

Key Responsibilities

• Manages General Fund, CERF, SSETF, Research Foundation Accounts, Scholarship Funds, Tower Foundation Accounts, and other accounts as they emerge
• Prepares budget balance reports, including anticipated expenses based on university budget reports including Mid-Year and Year-End projections, and other on-line information; advises the Chair regularly on budget status
• Determines academic year budget based on analysis and historical data
• With guidance from Department Chair and Dean’s office, prepares request documents for staff personnel transactions and coordinates staff recruitment
• Provides guidance and training to support Staff and Student Assistants
• Processes Faculty appointment and reappointment papers, including Temporary Faculty appointment, as coordinated with the Department Chair and the Dean's Office, using the current university processes as defined by University Personnel
• Records and maintains current position status for Temporary Faculty - analyzes and updates Temporary Faculty contracts to reflect changes in the teaching loads
• Coordinates activities related to recruitment of Faculty
• Coordinates with the Academic Scheduling Office and Department Chair to build, correct and ensure accuracy of the class schedule for fall, spring and summer
• Oversees and guides the workflow of the department office providing support to all regular and part-time Faculty, TAs, Support Staff and Student Assistants
• Directs office Staff in office procedures and work schedules
• Advises Students, Staff, Faculty and the public on department and University policy and procedures

Knowledge, Skills & Abilities

• Thorough knowledge of and ability to apply extensive expertise to complex principles and practices of fiscal management
• Demonstrated knowledge of the principles, problems, and methods of public and business administration and operational and fiscal management
• Working knowledge of operational and fiscal analysis and techniques
• English grammar, business writing, punctuation and spelling
• Knowledge in investigating and analyzing problems with a broad administrative impact and implications
• Ability to anticipate problems and address them proactively
• Ability to make timely decisions and perform a wide variety of administrative duties independently
• Ability to anticipate problems and address them proactively
• Ability to compose and appropriately format correspondence and reports
• Knowledge 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
• Working knowledge of software applications: word processing, spreadsheets, database management
• Ability to handle multiple work priorities, organize and plan work and projects
• Ability to maintain confidentiality and appropriately handle sensitive communications with employees and external agencies
• Strong oral communication skills. Must possess excellent customer service and public relations skills
• 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
• Ability to take initiative and independently plan, organize, coordinate, and perform work in various situations where numerous and diverse demands are involved
• Demonstrated ability to effectively interpret, organize, and present information and ideas in written or presentation form

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

• At least one (1) year of progressively responsible administrative and office support/front desk customer service experience
• Experience in budget monitoring/tracking
• Experience with PeopleSoft or similar databases and standard office software applications (MS Office)
• Demonstrated ability to create various departmental reports

Compensation

Classification: Administrative Analyst/Specialist - Non-Exempt
Anticipated Hiring Range: $5,167/month - $5,500/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: August 1, 2023 through August 15, 2023 . 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
jobs@sjsu.edu
408-924-2252

CSU Vaccination Policy

The 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 measures established by each campus. The system wide policy can be found at https://calstate.policystat.com/policy/9779821/latest/ and questions may be sent to jobs@sjsu.edu .

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.

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

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 https://www.sjsu.edu/clery/docs/SJSU-Annual-Security-Report.pdf. 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 clerycompliance@sjsu.edu .

Pursuant to the Higher Education Opportunity Act, the Annual Fire Safety Report (AFSR) is also available for viewing at https://www.sjsu.edu/clery/docs/SJSU-Annual-Fire-Safety-Report.pdf . 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 uhs-frontdesk@sjsu.edu .

Campus Security Authority - In accordance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act) and CSU systemwide policy, this position is subject to ongoing review for designation as a Campus Security Authority. Individuals that are designated as Campus Security Authorities are required to immediately report Clery incidents to the institution and complete Clery Act training as determined by the university Clery Director.

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: August 01, 2023 (9:00 AM) Pacific Daylight Time
Applications close: