Reporting to the College of Engineering Associate Dean for Graduate Studies & Research and receiving work lead direction from the Computer Engineering Department Chair, this position independently provides highly complex administrative support to the Department Chair, faculty, students and staff. Under general supervision, the position is responsible for the department budget analysis and projection. The position is responsible for analysis of operations, fiscal management, planning and administration of operational systems, and making recommendations to the Chair and faculty regarding strategic choices and appropriate timing for department investment of resources.
The department analyst oversees the department’s expenditures and reconciles accounts. Works with the college and university offices on the management of General Fund, CE Trust, Tower Foundation, and Research Foundation accounts. The incumbent in this position is responsible for analyzing, distributing, and tracking program budgets. As the principal liaison between the department and the university, the department analyst performs a wide range of complex duties essential to the department. Oversees day to day administrative departmental operations and provides some training, leadership, and direction to the other staff in the office. Trains and coordinates clerical student assistants’ day-to-day work schedules and assignments, as needed.
- Analyze fiscal needs and set budget allocations to faculty and administer all department financial accounts, including general fund, CE trust, tower foundation, and research foundation accounts.
- Analyze department expenditure data, provide budget information to the Chair and faculty members on a regular basis and advise on the status and availability of funds.
- Project annual department budget based on analysis of past and projected expenditures.
- Develop systems to manage, update and track detailed budget records and spreadsheets on all departmental accounts, faculty allocations and expenditures with respect to budget constraints.
- Monitor all department accounts using current software tools, including Finance Data Warehouse and Common Financial System (CFS), reconciling financial reports, manage expense transfer journals, purchasing requisitions, and travel. Correspond with procurement and other departments as necessary.
- Monitor and track faculty salaries using monthly LCD reports and make adjustments/ corrections when necessary.
- Plan and administer all aspects of tenure-track faculty and full-time lecturer recruitment processes, including advertising, creating application reports, phone interviews, site visits, and recruitment reports.
- Develop and maintain spreadsheets on faculty appointments and workload to ensure the accuracy of appointment time base, salaries, entitlement levels, reimbursed time, assigned time, eligibility for range elevation, etc
- Oversees and manages the operations of the department and is the primary work lead for other department staff members.
- Maintain faculty confidential working files for the department.
- Administer the temporary faculty evaluation process, tenure-track faculty RTP process, and post tenure reviews.
- Plan, administer, and analyze the efficiency of all department faculty evaluation procedures, including RTP, SOTE administration, and annual temporary faculty evaluations. Make appropriate recommendations for operational improvements.
- Prepare curriculum change forms, documentation, proposals for review, and related materials for Department Chair and curriculum committees. Manage repositories of all curriculum and assessment related materials.
- Manage and maintain the department social media sites (Facebook, Linkedln, etc.).
Knowledge, Skills & Abilities
- Ability to analyze budgetary data to conduct preliminary analyses and to make accurate projections using basic statistical techniques.
- Ability to develop and design systems and tools and create related reports.
- Ability to master working knowledge of PeopleSoft CFS, PeopleSoft Data Warehouse, and FTS.
- Ability to handle multiple work priorities, organize and plan work and projects
- Ability to analyze and independently determine the appropriate funds/accounts to use for various financial transactions.
- Ability to extract and analyze data and reports from all SJSU financial systems.
- Must possess strong oral and written communication skills.
- Ability to extract and analyze data from the Office of Institutional Effectiveness and Analytics.
- Expert knowledge of word processing, spreadsheet and database management.
- Ability to gather and analyze temporary faculty salary data and make recommendations for hiring salary levels.
- Ability to schedule, coordinate work, and provide guidance to student assistants.
- Ability to handle multiple tasks, organize work, and independently set priorities.
- Ability to work with a set of diverse students and faculty.
- Ability to learn and interpret data, policies and procedures, and apply that knowledge to departmental practices.
- Ability to maintain confidentiality and appropriately handle sensitive communications with employees, students, applicants and the public.
- Ability to direct work and provide guidance and leadership to other department staff members and colleagues.
- 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.
- Three (3) years leadership experience and office management, preferably in a large academic office.
- Experience working with PeopleSoft applications.
- Experience in composing professional documents for distribution on behalf of a large office or organization.
Classification: Administrative Analyst/Specialist – Non Exempt
Anticipated Hiring Range: $5,000/month - $5,300/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.
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: March 14, 2023 through March 28, 2023. This position is open until filled; however, applications received after screening has begun will be considered at the discretion of the university.
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