Reporting to the Director of Resources and Operation and receiving work direction from the Department Chair under general supervision, the Administrative Analyst independently provides highly complex administrative support to the Department Chair, faculty, students, and staff in Urban and Regional Planning. 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.
- 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 needs and make necessary annual purchasing plans for supplies, equipment, professional development
- 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)
- Develop and maintain systems to update and track fiscal information
- Administer revenues and expenditures from all department fiscal resources; plan, analyze, evaluate and administer all associated budgets
- 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
- Work with chair and faculty to assess and develop new funding streams
- Support chair and faculty in developing department's strategic planning and reconciling with available resources
- Investigate sources of faculty funding and support chair in recovering funds due to the department
- Review cost associated with Special Session and Summer/Winter session courses to determine the enrollment requirements to break even
- 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
- Serve as a resource for faculty, staff, students and the public on university policy and procedures
Knowledge, Skills & Abilities
- Thorough knowledge of PeopleSoft CFS, PeopleSoft Data Warehouse, and FTS
- Ability to analyze and independently decide appropriate funds/accounts to use for various financial purchases/payments
- Ability to extract and analyze data and reports from all SJSU financial systems
- Ability to gather and analyze temporary faculty salary data and make recommendations for hiring salary levels
- Ability to work with faculty to obtain appropriate documents for appointments and evaluations
- Ability to analyze available space and make permanent and temporary faculty office assignment recommendations
- Ability to learn and interpret data, policies and procedures and apply that knowledge to departmental decision making
- Knowledge of scheduling and curriculum processes
- Thorough knowledge of scheduling PeopleSoft Oracle software
- Ability to handle multiple tasks, organize work and independently set priorities
- Ability to work with campus organizations and outside vendors to plan, organize and implement events
- Ability to use appropriate software in development of event programs, flyers, announcements and department publications
- Knowledge of University, state and federal rules and regulations
- Ability to update the department website using appropriate web software
- Strong oral and written communication skills
- Ability to communicate with constituents in a professional and respectful manner
- 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
- Bachelor's Degree
- Administrative experience working in an office with complex and diverse tasks similar to those in the Department of Urban and Regional Planning 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), recruitments, and other Faculty Affairs/UP procedures
- Experience with University policies and procedures specifically dealing with the Procurement Services, FD&O, Admissions and Records, and Tower/Research Foundation
- Experience with Microsoft (Word, Excel), PeopleSoft, CMS/FTS,CFS, Interfolio, SAMI, Student DataWarehouse, DocuSign and Google Suite
- Excellent written communication skills
- Excellent customer service skills
Classification: Administrative Analyst/Specialist; Non - Exempt
Anticipated Hiring Range: $5,136/month - $5,232/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: November 1, 2023 through November 15, 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.
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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).