Job no: 504662
Work type: Staff
Location: San José
Categories: Unit 9 - CSUEU - Technical Support Services, Administrative, Probationary, Full Time
The Department Analyst will be working independently, under limited supervision, the incumbent provides complex administrative support and performs a variety of analytical and technical accounting work. The incumbent works closely with the department chair to oversee all fiscal & budget duties of the special session and general fund programs. The incumbent compiles and analyzes financial/HR information from CMS PeopleSoft reports, designs and prepares a variety of financial reports for year-end budget projections and faculty appointment salary projections. This position resides in the Public Health & Recreation department, within the College of Health and Human Sciences.
- Develops and maintains financial account tracking systems and reports, and reconciles all SJSU and Foundation accounts, using the PeopleSoft/Oracle Financial system to ensure that budget and expenditures are within year-to-date and projected year-end amounts
- Oversees revenue generated by the MPH Special Session program and works closely with CPGE to reconcile any discrepancies
- Develops and advises Chair about next fiscal year forecast budget
- Monitors and tracks faculty salaries using monthly LCD report and makes corrections when necessary
- Notifies department Chair of any significant expense discrepancies; initiates corrective action and follows up with CHHS Budget Analyst and other appropriate departments. Makes recommendations to improve systems and processes
- Monitors all department accounts in Finance Data Warehouse including General Fund, IES, Trust Accounts, Tower and Research foundation accounts for budgetary compliance
- Monitors faculty grant funds and ensures transfers to sub accounts as needed
- Uses current software (FTS) to facilitate budget and expense transfer journals, purchasing requisitions, and direct payment requests as necessary. Corresponds with Procurement and other departments as necessary.
- Provides training to support staff in the area of procurement
- Reviews all travel authorizations and reimbursements for completeness and to adhere to College and University guidelines
- Processes faculty, student assistant, graduate assistant, and teaching assistant appointments and reappointments for fall, spring, winter and summer semesters for academic (general fund) and special session assignments, in a timely manner. In consultation with Chair, ensures salary correctness.
- Provides training to faculty in the area hiring student research and/or teaching assistants
- Works with faculty to ensure timely processing of grant related documents.
- Develops, implements, and oversees administrative procedures to increase departmental efficiency, including ensuring completeness, accuracy, and timeliness of all operational functions
- Takes initiative to solve problems and makes recommendations to Chair regarding the improvement of department processes, policies, and systems
- Serves as a resource for faculty, other staff, and public on university, Research Foundation, and Tower Foundation policies and procedures
- Manages the department website, including design, updates and edits
- Oversee the work of the student assistants in the department
- Assist the Department Chair with planning the academic schedule
- Work with College and University to ensure accurate and timely scheduling of classes
- Work with Dean’s Office and University to schedule rooms for classes and as needed by faculty
Knowledge, Skills & Abilities
- Ability to interpret and apply fiscal policies and procedures; conduct financial analysis; develop and design databases; prepare ad hoc reports and work on special projects
- Ability to analyze data and make accurate projections using business mathematics and basic statistical techniques
- Ability to quickly learn PeopleSoft and ability to extract financial information from mainframe financial or student systems
- Ability to understand interaction between various funds and accounts
- Working knowledge of Human Resources principles and concepts and the ability to apply them
- Thorough knowledge of office methods, procedures and practices
- Ability to take initiative, make independent decisions, and exercise sound judgment, while planning, organizing, and implementing multiple work priorities
- Excellent oral and written communication skills, including excellent English grammar, business writing, punctuation and spelling
- Ability to compose and appropriately format correspondence and reports
- Proficient in PC compatible software programs, e.g., word, excel, access, power point
- Demonstrated creativity in approaching and addressing situations
- Ability to effectively establish and maintain cooperative working relationships within a diverse, multicultural department environment and across departments
- Must possess excellent customer service 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 related work experience preferred
- Experience handling large, complex budgets
- Experience with budget planning, analysis, reconciliation, and projections
- Experience in a fast-paced office with competing priorities
- Experience as project manager/lead
Classification: Administrative Analyst/Specialist, Non-Exempt
Anticipated Hiring Range: up to $4,700/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: September 9, 2021 through September 23, 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).
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