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NOTE: 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 systemwide policy can be found at https://calstate.policystat.com/policy/9779821/latest/ and questions may be sent to jobs@sjsu.edu.

Administrative Analyst

Apply now Job no: 523753
Work type: Staff
Location: San José
Categories: Unit 9 - CSUEU - Technical Support Services, Administrative, Probationary, Full Time

 

Job Summary

Reporting to the Department Chair, under general supervision, the Administrative Analyst independently provides highly complex administrative support to the Department Chair, faculty, students, and staff in Sociology and Interdisciplinary Social Sciences. The position is responsible for the department budget and office operations, maintaining the long-term fiscal continuity of the department and its multiple funds. The position is responsible for analysis of operations, fiscal management, planning and administration of operational systems, and recommendations to the Chair and faculty regarding strategic choices and appropriate timing for department investment of resources. Responsibilities also include overseeing day-to-day administrative departmental operations and providing work lead/direction to others.

 

Key Responsibilities

  • Project annual department budget based on analysis of past and projected expenditures
  • Analyze fiscal needs, set budget and allocations, and administer accounts for department programs such as BA and BS undergraduate degree programs and MA graduate program
  • Analyze department fiscal performance and status of department activities and make regular reports to chair and faculty as required
  • Develop and maintain detailed budget records and spreadsheets on all departmental accounts, and reconcile to CFS (Common Financial System)
  • Analyze enrollment planning data to assure scheduling; faculty appointments and budget are all in alignment
  • Compile and analyze department expenditure data and respond to budget inquiries and related problems in order to provide assistance in resolving budget issues
  • Reconcile department allocations and budgets with College Dean's office
  • Plan and administer all operational aspects of the faculty recruitment processes; including advertising, file management and evaluation, candidate contacts, site visits, and recruitment reports to assure compliance with university policies
  • Responsible for the temporary faculty appointment process, and temp pool management, assuring the department maintains accurate and compliant applicant pools
  • Prepare appointment and reappointment papers (contract) for each temporary faculty member and ensure the correctness of the salary as coordinated with the Chair and Dean's office
  • Analyze department office workforce needs, develop hiring plans and oversee the recruitment, training, supervision and evaluation of department staff and student assistants
  • Plan, administer, and analyze the efficiency of all department personnel evaluation procedures, including RTP, SOTE administration and annual temporary faculty evaluations and make recommendation for operational policy improvements
  • Assess, analyze and make recommendations for administration of faculty facilities and resources, including office space, telephones, supplies, computing and equipment needs
  • Plan and administer the financial, logistical and operational details of all department special programs, meetings and events such as graduation, Provocative Lecture series, Friday Afternoon Workshops, Research Working Group, and Student Research Competition

 

Knowledge, Skills & Abilities

  • Ability to analyze and independently decide appropriate funds/accounts to use for various financial purchases/payments
  • Ability to learn and interpret data, policies and procedures and apply that knowledge to departmental decision making
  • Ability to analyze room usage needs and to request appropriate classrooms and labs for course offering on a semester by semester basis
  • Ability to handle multiple tasks, organize work and independently set priorities
  • Ability to use appropriate software in development of event programs, flyers, announcements and department publications
  • Ability to update the department website using appropriate web software
  • Ability to determine the optimal use of student and the Administrative Support Coordinator I time based on the priorities of the office work as well as train
  • Strong oral and written communication skills
  • Thorough knowledge of PeopleSoft CFS, PeopleSoft Data Warehouse, FTS, and Research and Tower Foundation financial processes

 

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

  • Bachelor's Degree
  • Administrative experience working in an office with complex and diverse tasks similar to those in the Department of Sociology and Interdisciplinary Social Sciences in the College of Social Sciences
  • Experience analyzing and projecting enrollment and annual budgets based on past and present data
  • Experience working with course scheduling, faculty appointments, (temporary and permanent), recruitment, and other Faculty Affairs/HR procedures
  • 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), People Soft, CMS/FTS/CFS, Interfolio and email programs such as Gmail
  • Experience supervising staff

 

Compensation

Classification: Administrative Analyst/Specialist; Non - Exempt
Anticipated Hiring Range: $5,136/month - $5,290/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: January 18, 2023 through February 5, 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 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 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.

 

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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Last Updated Oct 7, 2022