Administrative Analyst

Job Summary

The Administrative Analyst independently manages all budget, operational, clerical, and administrative duties for the office of the Biomedical Engineering Department within the College of Engineering. The Department Analyst provides highly complex support to the Department Chair, students, faculty and other staff. This position is responsible for the analysis of operations, the maintenance of fiscal management, planning, and administration of operational systems, makes recommendations to the Chair and faculty regarding strategic choices and appropriate timing for the department’s investment of resources. The analyst oversees the day-to-day operations of the department and provides work lead and direction to others as needed.

Key Responsibilities

• Processes hiring appointments for temporary faculty, Teaching Associates (TA), Graduate Assistants (GA), Instructional Student Assistants (ISA), and student assistants (SA), coordinates timesheets and payroll approval for student assistants
• Supports Department Chair in the search and hiring of new tenure track faculty and lecturers
• Hires, trains, supervises and approves payroll hours of clerical student assistants.
• Prepares documents and reports as requested by the department chair
• Prepares and distributes minutes of department meetings
• Maintains department website, social media accounts, brochures, forms, schedules, and other information, ensuring that it is current, accurate, and easily accessible to students and the public
• Maintains and updates all records and databases on the department server
• Processes requests for office/IT maintenance to FD&O and iSupport.
• Coordinates academic scheduling. Manages class scheduling in PeopleSoft. Reviews and verifies schedules for accuracy. Submits updates and corrections as needed
• Assists chair and faculty in following and implementing department, college, and university academic policy and procedures. Observes academic deadlines, seeks clarification and guidance from appropriate sources when needed
• Coordinates faculty office hours and academic advising schedules
• Processes textbook orders, arranges faculty office space and classroom set up as needed
• Coordinates collection of SOTEs and other instructional assessment data. Assists department chair with coordination of faculty evaluations
• Makes catalog and curriculum changes at the direction of the department chair
• Collects and maintains Program Assessment (ABET, WASC) documents and records

Knowledge, Skills & Abilities

• Mastery of English grammar, business writing, punctuation and spelling, with ability to compose and appropriately format correspondence and reports
• Strong oral and written communication skills
• Excellent customer service and interpersonal skills
• Knowledge of software applications: word processing, spreadsheet, database management, and web maintenance
• Ability to provide lead direction, training, and guidance to student assistants
• Ability to troubleshoot most office administration problems and respond to all inquiries and requests related to work area
• Thorough knowledge of software applications, such as word processing, spreadsheet and database
• Ability to perform business math, analyze salary data, calculate ratios and percentages, track financial data, and make accurate projections
• Ability to handle effectively a broader range of interpersonal contacts, including those at a higher level and those sensitive in nature
• Ability to interpret and apply policies and procedures independently, and use judgment and discretion to act when precedents do not exist
• Ability to coordinate and prioritize multiple administrative and clerical tasks for a variety of users, set schedules, complete projects accordingly, and direct student assistants
• Ability to effectively establish and maintain cooperative and positive working relationships in the department, college and beyond
• Ability to collaborate in a multicultural, team environment

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

• Clerical and office management experience
• Experience and competency in composing memos, letters, and other office correspondence
• Experience and competency with software applications, such as MS Office
• Experience and competency with PeopleSoft or similar software

Compensation

Classification: Administrative Analyst/Specialist, Non-Exempt
Anticipated Hiring Range: up to $4,944/month
Salary Range: $3,288/month - $6,347/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: July 30, 2021, through August 15, 2021. 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
[email protected]
408-924-2252

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.

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.