Administrative Analyst

Job Summary

The Administrative Analyst independently manages all budget, operational, clerical, and administrative duties for the office of the Aviation and Technology Department. The Department Analyst provides highly complex support to the Department Chair, students, faculty and other staff. This position is responsible for the analysis of departmental budgets, operations, fiscal management, planning, and administration of operational systems. The analyst 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 direction to others, as needed.

Key Responsibilities

• Projects annual department budget based on analysis of past and projected expenditures
• Analyzes fiscal needs, sets budgets and allocations, and administers accounts for departmental programs and labs in Aviation and Technology
• Analyzes departmental needs and plans annual purchasing requirements for supplies, equipment, professional development, etc.
• Analyzes department's fiscal performance and status of department activities. Runs reports and makes recommendations to chair and faculty as required
• Develops and maintains detailed budget records and spreadsheets on all departmental accounts, and reconciles to CFS
• Develops and maintains systems to update and track fiscal information
• Administers revenues and expenditures from all department fiscal resources; plans, analyzes, evaluates and administers all associated budgets
• Compiles and analyzes department expenditure data and responds to budget Inquiries and related problems In order to provide assistance in resolving budget Issues
• Reconciles department allocations and budgets with college Dean's office
• Supports chair and faculty in developing department's strategic planning and reconciling with available resources
• Investigates sources of faculty funding and supports chair in recovering funds due to the department
• Reviews costs associated with opening new sections of over loaded classes for each semester, and prepares a report for budget allocation
• Projects and analyzes enrollment for two programs of Aviation and Technology prior to scheduling
• Analyzes the proposed schedule by programs directors for accuracy to ensure alignment with programs' academic roadmaps
• Manages class scheduling process and enters proposed class schedule information into PeopleSoft
• Provides general operational support for the Aviation and Technology Dept.
• Recommends process changes as needed to comply with university policies and procedures
• Addresses concerns, answers questions, and provides guidance from faculty, staff, students and the general public
• Coordinates faculty office hours and academic advising schedules
• Processes textbook orders, arranges faculty office space and classroom set up as needed

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 perform accurately in a detail-oriented environment
• Ability to handle multiple work priorities, organize and plan work and projects
• Ability to maintain confidentiality and appropriately handle sensitive communications with employees and external agencies
• Ability to understand and gain thorough knowledge of SJSU, college, and department methods, procedures and practices
• Ability to quickly learn and apply a variety of state, federal, CSU, and SJSU policies.
• 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

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 with financial analysis and projections
• Experience in composing memos, letters, and other office correspondence

Compensation

Classification: Administrative Analyst/Specialist, Non-Exempt
Anticipated Hiring Range: up to $4,800/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: November 6, 2021 through November 21, 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

CSU Vaccination Policy

The CSU requires faculty, staff, and students who are accessing campus facilities to be immunized against COVID-19 or declare a medical or religious exemption from doing so. Any candidates advanced in a currently open search process should be prepared to comply with this requirement as a condition of employment. The system wide policy can be found at https://calstate.policystat.com/policy/9779821/latest/  and questions may be sent to [email protected] .

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).