Reporting to the Director of Resources and Operations, and taking day-to-day direction from the department chair, the Department Administrative Analyst provides a wide range of complex administrative and budgetary, procurement, and expense management support to the department Chair, faculty, staff, and students. This incumbent is responsible for analyzing, distributing, and tracking the department’s allocated budget and expenditures, preparing warranted adjustments, managing and tracking Procard/Gocard reconciliations and expenses, and alterations, generating budgetary reports for the Chair and College office, and is responsible for the accuracy and detailed analysis and control of the department budget. The analyst oversees the annual expenditures and reconciliation with University offices on the management of Funds. The incumbent is also responsible for coordinating the recruitment, processing the temporary faculty appointments, tracking and entering assigned time, processing promotion, reconciling salary expenses, and other personnel-related functions for faculty, staff, and student employees. The analyst is responsible for assisting with enrollment management, faculty onboarding and off boarding, office assignments, and general office support and management.
This department has a large volume of transactions, activities, and facilities that the analyst is responsible for. There are 75 members of this department including faculty, staff, and student workers. There are 9 individuals making Procard Purchases that the analyst needs to monitor for compliance; 12 unique SJSU financial funds that the analyst needs to fiscally monitor and manage and approve transactions, $7M annual budget, 1200 financial transactions to process, 45 volunteers to hire and support, Tower Foundation Accounts with an annual value of $400K, 600 majors, 169 sections and 3000 seats occupied.
- Use of substantial judgement in the analysis, interpretation, integration, and application of intricate data and information, and the subsequent development of policies and procedures. Precedents often do not exist and expertise and research must serve as reference guides
- Lead business innovation and process improvement efforts, often developing new strategic approaches and solutions. Address problems from a broad interactive perspective using advanced research and analytical skills to conceive new solutions
- Serve as the key contact and expert for a highly volume, multifaceted program, specialty, and/or organizational unit. Typically, maintains high-level and diverse contacts within the university system and with outside entities and agencies
- Analyze fiscal needs, project and set budget and allocations, and administer accounts for department programs
- Analyze department needs and make necessary annual purchasing for supplies, equipment, professional development
- Serves as a resource for faculty, staff, students, and the public on university policy and procedures
- Compiles, organizes, and disseminates information regarding deadlines for appointment documents, and schedule of classes
- Maintains department meeting calendar, and informs faculty and staff on meetings and deadlines
- Assist with the coordination of the Art & Art History Scholarship monies including communicating available funds, updating information and requirements on the scholarship portal, overseeing the letters to recipients, verifying MOU adherence, coordinating deadlines and requesting checks
- Provides office support for Graduate Coordinator including assigning and monitoring graduate studio space and usage
Knowledge, Skills & Abilities
- Ability to compose and appropriately format correspondence and reports
- Command of English grammar, business writing, punctuation, and spelling
- Expertise with standard office technology and systems, software applications such as Microsoft Office, Google Suite, DocuSign
- Demonstrated knowledge of budget monitoring practices, and policies and procedures
- Ability to analyze budgetary data, conduct preliminary analyses, and make accurate projections using business mathematics and basic statistical techniques
- Ability to handle multiple work priorities and changing strategies
- 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
- Working knowledge of operational and fiscal analysis and techniques
- Demonstrated ability to establish and maintain effective working relationships within and outside the workgroup and serve as a liaison for the department
- Ability to take initiative and independently plan, organize, coordinate, and perform work in various situations where numerous and diverse demands are involved
- Ability to interpret and apply policies and procedures independently, and use judgement and discretion to act when precedents do not exist
- Skills in the research, development, and evaluation of policies and programs, including skills in the collection, evaluation, and interpretation of data to develop sound conclusions and make appropriate recommendations
- Bachelor's degree and/or equivalent training
- Two (2) years of administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs
- Administrative experience working with challenging and diverse tasks similar to those in the Department of Art in the College of Humanities and the Arts
- Experience analyzing and projecting enrollment and annual budgets based on past and present data
- Experience working with course scheduling, faculty appointments, recruitments, and other Faculty Affairs/UP procedures
- Experience working in higher education or the CSU system
- Experience with University policies and procedures specifically dealing with the Procurement Services, FD&O, Admissions and Records, Tower/Research Foundation
- Experience with Microsoft Office (Word, Excel), PeopleSoft, CMS/FTS/CFS, eFaculty, CHRS, SAMI, Campus Data Warehouse, DocuSign, and Google Suite
- Experience organizing and managing projects from start to finish with the ability to efficiently problem solve
- Experience in successful team-oriented collaborations
- Experience supervising staff and/or student assistants
- Excellent presentation, written and oral communication skills
Classification: Administrative Analyst/Specialist - Exempt I
Anticipated Hiring Range: $5,508/month - $5,712/month
CSU Salary Range: $3,897/month - $7,051/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 8, 2022 through September 25, 2022. This position is open until filled; however, applications received after screening has begun will be considered at the discretion of the university.
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 https://calstate.policystat.com/policy/9779821/latest/ and questions may be sent to email@example.com.
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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.
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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 firstname.lastname@example.org.
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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).