The Department Administrative Analyst provides moderately complex administrative, financial, procurement, and operational support to the department office, faculty, staff, and students, while observing confidentiality of all information/events pertaining to faculty, staff, and students. This position will report to the Chair of Mathematics & Statistics.
Working independently under general supervision, the Department Administrative Analyst displays a high level of judgment in the execution of all duties and has overall responsibility for the workflow and day-to-day operations of the department office. The incumbent, in collaboration with the Department Chair, will compile and track financial data, administer the budget throughout the fiscal year, and conduct the fiscal analysis and operational analysis for the department. The Department Administrative Analyst also serves as a liaison between the Department, the College of Science Dean's Office, University Personnel, Office of the Provost and other departments/colleges, along with outside agencies.
- 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, and other on-line information; advises the Chair regularly on budget status
- Determines academic year budget based on analysis and historical data
- Processes and approves purchase orders, honorariums, direct pays, budget transfers, etc. Advises as to which account should be used for specific expenditures
- Processes travel requests for faculty, staff and students using FTS for authorizations and reimbursements from Tower, Research, and/ or state funds, following the SJSU travel guide policies and provides guidance, as needed
- Administers the budget throughout the fiscal year and maintains expense data in PeopleSoft in order to conduct on-going analysis
- With guidance from Department Chair and Dean’s office, prepares request documents for staff personnel transactions and coordinate staff recruitments
- Manages the recruitment of student assistants, and coordinates and oversees workload of SA tutors, lab monitors and graders
- Maintains student payroll database to ensure appropriate funding and allocation of hours
- Oversees and guides the workflow of the department office providing support to all regular and part-time faculty, TAs, support staff and student assistants
- Coordinates communicates, oversees and performs all administrative office operational duties including senior level administrative work for the Department Chair and Program Coordinators
- Provides administrative support for department meetings
- Assist the Dept. Chair in managing department space utilization, related room use changes, furniture moves, scheduled interruptions due to water-steam/power shutdowns or service failures, and send out work orders to facilities
- Serves as liaison between the faculty and Scheduling Office regarding requests, availability of classrooms, requirement for liability insurance, and room confirmations
- Processes faculty appointment and reappointment papers, including temp faculty appointment, as coordinated with the Department Chair and the Dean's Office, using the current system (OnBase) offered by University Personnel
- Coordinates activities related to recruitment of faculty
- Coordinates and assists faculty with the Retention Tenure and Promotion (RTP) process and the Post Tenure Review process
- Assists Department Chair and the RTP Committee Chair with the RTP schedule, vitae preparation, dossier and indices preparation
Knowledge, Skills & Abilities
- Knowledge of and skills in standard office procedures and practices
- Ability to draft, compose and present correspondence and reports
- Knowledge of and ability to apply extensive expertise to complex principles and practices of fiscal management
- Working knowledge of operational and fiscal analysis and techniques
- Expertise in investigating and analyzing problems with a broad administrative impact and implications
- Ability to make timely decisions and perform a wide variety of administrative duties independently
- Ability to effectively plan, assign, coordinate and lead a variety of fiscal functions
- Ability to handle multiple work priorities, organize and plan work and projects
- Ability to troubleshoot most office administration problems and respond to all inquiries and requests related to work area
- Comprehensive and detailed knowledge of the university infrastructure, policies, and procedures
- Thorough knowledge of software applications, such as word processing, spreadsheet and database. Ability to learn and become proficient in PeopleSoft and other web based programs
- Ability to perform business math, analyze salary data, calculate ratios and percentages, track financial data, and make accurate projections
- Ability to effectively handle a broad range of interpersonal contacts, including those at a higher level and those sensitive in nature
- Must possess excellent customer service as well as oral and written communication skills
- 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
- Two years 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, Peoplesoft)
- Experience in Web maintenance
- Demonstrated ability to create various departmental reports
Classification: Administrative Analyst/Specialist, Non-Exempt
Anticipated Hiring Range: up to $4,800/month
Salary Range: $3,288/month - $6,347/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.
Click Apply Now to complete the SJSU Online Employment Application and attach the following documents:
- Letter of Interest
All applicants must apply within the specified application period: August 13, 2021 through August 29, 2021. Application Screening Date Extended to September 3, 2021. This position is open until filled; however, applications received after screening has begun will be considered at the discretion of the university.
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.
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).