College Personnel Support and Operations Specialist (Administrative Analyst/Specialist, Exempt III) - College Academic Resources

Working Title

College Personnel Support and Operations Specialist

SF State University

San Francisco State is an Equal Opportunity Employer and does not discriminate against persons on the basis of race, religion, color, ancestry, age, disability, genetic information, gender, gender identity, gender expression, marital status, medical condition, National origin, sex, sexual orientation, covered veteran status, or any other protected status.  Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose by contacting the Senior Human Resources Manager.
Applicants may visit titleix.sfsu.edu for more information on SF State's policy prohibiting discrimination, and how to file an online report using the procedures under Executive Order 1096 Revised. Inquiries can be directed to the campus Title IX Coordinator and Discrimination, Harassment, and Retaliation Administrator by calling (415) 338-2032 or emailing [email protected].
San Francisco State is a 100% Smoke/Vapor-Free Campus.  Smoking or Vaping of any tobacco/plant-based substance is not permitted on any University properties.
The person holding this position may be considered a "mandated reporter" under the California Child Abuse and Neglect  Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.
This position may be a "designated position" in the California State University's Conflict of Interest Code.  The successful candidate accepting this position may be required to file Conflict of Interest forms subject to the regulations of the Fair Political Practices Commission.

Department

Graduate College of Education, College Academic Resources and Operations

Appointment Type

This is a one-year probationary position.

Time Base

Full-Time (FTE 1.0)

Work Schedule

Monday through Friday; from 8:00am to 5:00pm

Anticipated Hiring Range

$6,750 to $7,500 per month ($81,000 to $90,000 annually)

Salary is commensurate with experience.

Position Summary

Under the supervision of the College’s Business Officer (CBO), this position is responsible for managing all College staff hiring, including ordering background checks; all faculty transactions; special consultant, independent contractor, student assistant appointments coordination; payroll services/attendance reports; compiling Academic Planning Data Base (APDB)and non-teaching faculty workload reports; auditing and processing all College honorariums; creating complex analysis to assist the CBO with budget projection; managing the faculty buyout process including agreements between Colleges and Departments, initiating the budget transfer and journal entry requests; Designing, implementing and managing independently the College hiring/ recruitment procedures and operations on behalf of CBO following Department, College, University and CSU policies; developing recommendations and sound conclusions; performing other duties as assigned by the supervisor and the Dean.

Position Information

College Wide Personnel Support for all College Staff and other personnel

• Manages all hiring documents and transactions for MPP, staff, independent contractor, special consultant, research technician, student assistant, instructional student assistant, and work-study student.
• Oversees the recruitment process: Initiates and manages the hiring documents, including but not limited to recruitment requests, position description, and organizational chart. Creates and submits recruitment job posting on PageUp, assists in the process of recommendation to hire, and generates the job card on PageUp.
• Verifies I-9 employment eligibility, initiates background check, and creates E-TRAC for new hires using appropriate position numbers.
• Creates and submits position requests for various funds, including but not limited to general funds, trust funds, CO funds, mini-grants, DRC awards, and other initiative funding.
• Provides College administrators and supervisors with updated guidance and instruction during classification and compensation request reviews, including but not limited to bonus, stipend, position description change, and inrange progression review.
• Monitors the temporary employment expiration dates and all hiring/rehiring deadlines.
• Audits students’ work hours on the human resources system and serves as the first level approver for payable time.
• Reviews and processes all College honorariums.
• Processes and keeps track of all College MPP and staff performance evaluations.
• Promotes and communicates to College departments and units with the updates of the hiring policies.

Faculty and Graduate Assistant Appointments Coordination

• Creates E-TRACs for Tenured/Tenure-Track faculty (new hires, FERPs, additional employment, sabbaticals, separations & resignations).
• Audits all temporary faculty E-TRAC appointments by reviewing the College hiring plans and Academic Planning Database.
• Partially approves and modifies as needed temporary faculty and graduate assistant E-TRAC appointments submitted by the Academic Office Coordinator.
• Verifies I-9 employment eligibility for newly hired Tenured/Tenure-Track faculty, lecturers, and graduate assistants.

Salary Budgeting and Projections

• Creates and maintains the college budget allocation and expenses log and dashboard for all salary accounts and ensures sufficient funds before hiring.
• Reconciles all salary payment-related transactions on Financial Data Warehouse regularly and investigates discrepancies.
• Compiles statistical and financial reports on an ad-hoc basis to assist the CBO in projecting and balancing budgets for various categories of revenue expenditures.
• Serves as the College Financial Data Warehouse power user and reports any surplus/deficits of the College account to the CBO.
• Assists the CBO in projecting budget for all salary accounts and reviews the current year projection during the financial review periods.
• Generates payroll analysis to identify discrepancies monthly such as time base, compensation rate, and salary amount. Coordinates with University Payroll Technician to verify accuracy of appointment transactions.
• Maintains a file system consisting of all salary-related transaction supporting documents for salary budget projections, including but not limited to compensation and salary-related documents, personnel files, recruitment requests, faculty promotion increase/ released time/ buyout documents, Labor cost distribution requests, and journey entry requests.
• Serves as the College backup for entering data on the Enterprise Planning Budgeting Cloud Service (PBCS).

Academic Planning DataBase

• Audits and compiles the Non-Teaching Faculty Workload Report, i.e., IAF, OSF, SBA, or NSS.
• Compiles APDB Reports from Academic Departments – analyzing and submitting the faculty workload reduced for research, grants, contracts, service, and special projects for the Department, College, University, or CSU.
• Complies and submits a list of faculty volunteer appointments to Academic Resources.
• Tracks and ensures the accuracy of the College faculty workload log by collecting and auditing the hiring plans submitted by the Academic Departments.
• Generates faculty workload and assigned time report analysis and reconciles the hiring appointments.

Payroll Support

• Reconciles monthly payroll with University Payroll Office to confirm the accuracy of payments.
• Serves as the Graduate College of Education liaison (a prime contact with Payroll Office) with Human Resources and attends all HR liaison meetings.
• Reviews department chairs, staff, and MPP attendance records (timekeeper for absence management).

Business Operations and Coaching

• Prepares and presents at college meetings for any salary-related financial information.
• Coaches and trains College staff on all hiring policies and procedures.
• Provides HRMS training for new Academic Office Coordinators on all types of E-TRAC processes.
• Serves as a critical technical adviser to GCOE management regarding business processes to improve overall College business process by targeting the problematic areas to ensure College operational efficiency.
• Leads business innovation and process improvement efforts by developing new strategic approaches and solutions. Develops and oversees new business processes and makes recommendations to the CBO.
• Leads and trains graduate assistants and student assistants in the CARO unit.
• Serves as the backup contact for the College Fiscal and Administrative Analyst.

Other duties as assigned

Minimum Qualifications

Entry to this classification requires general knowledge and skills in the applicable administrative and/or program field with a foundational knowledge of public administration principles, practices, and methods. This foundation would normally be obtained through a bachelor's degree and/or equivalent training and administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs.

BA/BS in human resources, budget, business administration or related field, or an equivalent combination of education and experience; years of progressively responsible accounting and/or of professional-level financial expertise in an academic environment.

• Advance knowledge of university employment policies and procedures; demonstrated skills in payroll analysis and salary budget projection; excellent analytical skills; anticipate problems, develop alternative solutions, make recommendations, and implement changes.
• Demonstrated ability to effectively interpret, organize, and present information and ideas in written or presentation form.
• Expertise in investigating and analyzing problems with a broad administrative impact and implications. Ability to anticipate issues and address them proactively.
• Expert in using MS Suite.
• Advance in using Web-based systems such as CFS, PBCS, and other CSU/ SFSU payroll systems. Ability to effectively use applicable information systems and applications in analysis, research, and reporting activities and projects.
• Demonstrated skill in preparing salary budgets and projections using spreadsheet and database software.
• Demonstrated ability to establish and maintain effective working relationships within and outside the work group and serve as a liaison for the organizational unit.
• Experience working with college students, faculty, staff, and administrators within a highly diverse and fast-paced environment.
• Excellent interpersonal and communication skills, with a strong ability to maintain a cooperative work environment and handle a broad, higher range of interpersonal contacts that may include confidential and sensitive information. Ability to maintain a high level of confidentiality.
• Ability to effectively use all communication methods and formats and to use expertise, as well as persuasion and negotiation skills, to build consensus to achieve short- and long-term goals and objectives
• Ability to independently manage and implement highly complex projects and business solutions with broad scope within and outside the organization.
• Ability to learn, independently interpret and apply a variety of complex organizational policies and procedures. Ability to independently identify appropriate applications of a wide variety of complex written policies and procedures and identify deviations from applicable policies and procedures.
• Ability to organize, perform, prioritize a variety of tasks.
• Ability to make independent decisions and exercise sound judgment.
• Ability to train others on new skills and procedures and provide lead work direction.

Preferred Qualifications

Master in business administration, accounting, finance, human resources or related field with at least five years of employment and budget experience in an academic institution. 

Extensive experience with Higher Education accounting, internal controls, and related rules and regulations, including understanding and interpretation of those laws. Knowledgeable in CSU and SFSU recruitment and employment policies and procedures.

Environmental/Physical/Special

Must be able to competently interact with a culturally and ethnically diverse population of students, faculty, staff, and management.

Pre-Employment Requirements

This position requires the successful completion of a background check.

Eligibility to Work

Applicants must be able to provide proof of US Citizenship or authorization to work in the United States, within three business days from their date of hire.

Benefits

Threaded through our Total Compensation package is a commitment to Bridging Life's Transitions.  SF State is committed to providing our employees with a comprehensive program that rewards efforts that are appreciated by your colleagues, students and the customers we serve.
We offer a competitive compensation package that includes Medical, Dental, Vision, Pension, 401k, Healthcare Savings Account, Life Insurance, Disability Insurance, Vacation and Sick Leave as well as State Holidays and a dynamic Fee Waiver program, all geared towards the University's commitment to attract, motivate and retain our employee.

Employment Requirement

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. The systemwide policy can be found at https://calstate.policystat.com/policy/9779821/latest/ and questions may be sent to [email protected] .

CSUEU Position (For CSUEU Positions Only)

Eligible and qualified on-campus applicants, currently in bargaining units 2, 5, 7, and 9 are given hiring preference.

Additional Information

SF STATE IS NOT A SPONSORING AGENCY FOR STAFF OR MANAGEMENT POSITIONS. (i.e. H1-B VISAS).

Thank you for your interest in employment with California State University (CSU).  CSU is a state entity whose business operations reside within the State of California.  Because of this, CSU prohibits hiring employees to perform CSU-related work outside of California with very limited exception.  While this position may be eligible for occasional telework, all work is expected to be performed in the state of California, and this position is assigned to on-campus operations.

The Human Resources office is open Mondays through Fridays from 8 a.m. to 5 p.m., and can be reached at (415) 338-1872.

Please note that this position, position requirements, application deadline and/or any other component of this position is subject to change or cancellation at any time.