Under the general direction of the Associate Vice President for Title IX and Equal Opportunity (AVP), the Administrative Analyst provides administrative and case management support for the Office for Title IX and Equal Opportunity and its staff. The Administrative Analyst also helps respond to reports submitted to OTIX-EO in accordance with the California State University (CSU) Nondiscrimination Policy and applicable state and federal nondiscrimination laws. Duties include managing all aspects of OTIX-EO’s budget and finances; scheduling meetings; day-to-day case management; drafting and sending communications with parties and witnesses; notetaking during intake and investigation interviews; and other administrative duties, including ordering supplies and assisting with the recruitment process.
This position is classified as "Confidential" in accordance with the provisions of the Higher Education Employer-Employee Relations Act (HEERA). The incumbent regularly performs duties that require access to confidential information, which contributes significantly to the overall work of the OTIX-EO. This position works directly with the other staff in OTIX-EO to collect, organize, present, and maintain sensitive and confidential data on a wide range of matters, including but not limited to staff and MPP actions, labor issues, investigations, litigation correspondence, settlements and/or resolutions of claims; and other related personnel matters.
- Assist with investigations by scheduling interviews and meetings, taking notes during investigative interviews, formalizing evidence packets, and other duties upon request.
- Organize investigation scheduling and timelines, communicating with various parties (complainants, respondents, witnesses, administrators, colleges, etc.).
- Update Title IX- and DHR-related publications including brochures and the website.
- Schedule intake and other meetings for the AVP and other OTIX-EO staff.
- Serve as a subject-matter expert on the Title IX and DHR case management system (Maxient) and offer case management assistance to others.
- Compose and send correspondence for OTIX-EO’s staff members, upon request.
- Maintain accurate files and records of all correspondence sent and received by OTIX-EO.
- Submit and monitor invoices for payment.
- Oversee OTIX-EO’s operating budget and serve as OTIX-EO’s point of contact for questions relating to the operating budget.
- Interact with campus administrators on behalf of the AVP and OTIX-EO’s staff.
- Prepare and organize data from the case management system for team meetings and other meetings with various campus partners.
- Assist in the design, development, and delivery of training programs.
- In consultation with other staff members in the OTIX-EO, gather, prepare, and organize technical and statistical data for use in developing or improving aspects of the office’s services.
Knowledge, Skills & Abilities
- Ability to be self-directed and perform accurately in a detail-oriented environment
- Ability to handle multiple work priorities, organize and plan work and projects
- Exceptional communication and interpersonal skills, including the ability to be impartial and establish rapport with a diverse range of campus community members
- Demonstrated ability to exercise superior judgment with the ability to manage highly sensitive and confidential communications
- Possession of strong organization and analytical skills
- Ability to perform complex tasks involving independent judgment, accuracy, and speed
- Ability to work with mathematical concepts in the preparation of detailed financial analyses and reports
- Knowledge of investigative processes and procedures
- Knowledge of operational and fiscal analysis and techniques
- Ability to make decisions in situations where guidelines do not exist
- Ability to understand problems from a broad, interactive perspective, and to conceive of and develop strategic solutions
- Ability to handle a significant caseload and manage multiple priorities and deadlines in a timely manner
- Bachelor’s degree or professional training program specific to the position and directly related work experience, or a combination of education and experience which demonstrates the ability to perform the essential functions of the position
- Three years of administrative work experience
- Bachelor’s degree in business administration, human resources, public administration or related field
- Experience working in Higher Education
- Paralegal experience or experience as an administrative assistant in a law firm or corporate legal department
- Experience in an office setting performing administrative duties
Classification: Confidential Administrative Support II
Anticipated Hiring Range: $5,893/month - $6,000/month
CSU Salary Range: $4,464/month - $10,180/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 13, 2023 through September 26, 2023. 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 strongly recommends that all individuals who access any in-person program or activity (on- or off-campus) operated or controlled by the University follow COVID-19 vaccine recommendations adopted by the U.S. Centers for Disease Control and Prevention (CDC) and the California Department of Public Health (CDPH) applicable to their age, medical condition, and other relevant indications and comply with other safety measures established by each 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.
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 firstname.lastname@example.org.
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 email@example.com.
Campus Security Authority - In accordance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act) and CSU systemwide policy, this position is subject to ongoing review for designation as a Campus Security Authority. Individuals that are designated as Campus Security Authorities are required to immediately report Clery incidents to the institution and complete Clery Act training as determined by the university Clery Director.
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).