Department Administrative Analyst (Part-Time) (2 Positions)

Job Summary

**This is a part time benefited position (0.5 FTE)**

Reporting to the Director of Resources and Operations, and taking work lead from the Department Chair, the Department Administrative Analyst provides a wide range of complex administrative and budgetary support to the Chair, faculty, staff and students. The Department Administrative Analyst analyzes, distributes, and tracks the department's allocated budget and expenditures, prepares warranted adjustments and alterations, generates budgetary reports for the Chair and College office and is responsible for the accuracy and detailed analysis and control of the department budget.

The Department Administrative Analyst oversees and is responsible for the annual expenditures and reconciliation with University offices on the management of General Fund Allocations, Startup Funds, RSCA Funds, PACE Funds, Trust and Foundations Funding; Analyzing, distributing, and tracking program budgets as well as coordinating the recruitment, appointment, promotion and other personnel related issues for faculty, staff and student employees; and providing work lead direction to the Department Scheduling and Support Coordinator.  I addition, as the principal liaison between the Department and the University, the Department Administrative Analyst performs a myriad of duties essential to the representation of the Department, to the College, University, CSU and public communities.

Key Responsibilities

• Compile and analyze department expenditure data and respond to budget inquiries and related problems in order to assist in resolving budget issues.
• Monitor the department budget by reviewing reports and accounting records to determine if allocated funds have been spent as specified.
• Monitor department's funds and accounts and integrate budget with grants, contracts, special sessions, and winter, summer and continuing education accounts. Reconcile department allocations and budgets with College Dean's Office.
• Review and reconcile department's budgetary and financial reports. Track and coordinate reconciliation of department's accounts with PeopleSoft and requests transfer of funds to sub accounts as needed.
• Develop and maintain automated systems to update and track information. Generates budgetary reports using CFS and assures the accuracy of online spread sheets.
• Respond to queries regarding department budget and inform the Chair, administrators and the Dean's Office of the status and availability of funds in different budget accounts.
• Maintain payroll figures for full-time and part-time faculty by tracking employee activity. Prepare payroll projections and compile and processes overtime.
• Monitor and authorize expenditures for student assistants and work-study students working in departmental labs and offices.
• Monitor detailed accounting records and authorized expenditures against the various funds allocated or donated to the Department: (salaries, equipment, supplies & services, grants, IRA accounts, extended Ed, foundation, miscellaneous fees, and endowments.
• Develop and maintain databases on faculty appointment, recording WTUs for each term, to ensure the correctness of salaries; eligibility for increases, merit awards, range elevation; and so forth.
• Assist with faculty RTP process including eFaculty case management, deadlines and processes.
• Assist the chairs and program coordinators in preparing the schedule of classes and assigning classrooms; enter schedule into the university's master computerized schedule, notifies faculty of their individual schedule, and process any changes or corrections. Attend department scheduling committee meetings
• Coordinate special projects as assigned by the Chair, and coordinates the logistics and communication for events including publicity creation, ordering food, securing location, distributing communication, ordering tech support, managing projects, and job recruitment.
• Assist with the hiring, training and directing the workflow of students and graduate assistants.

Knowledge, Skills & Abilities

• Demonstrated knowledge of budget policies and procedures, and budgetary monitoring practices
• Ability to learn PeopleSoft and Oracle reporting system and extract financial information from mainframe financial or student systems
• Ability to analyze budgetary data, conduct preliminary analyses, and make accurate projections using business mathematics and basic statistical techniques; ability to develop and design databases and create related reports
• Ability to monitor computerized accounting records, and to research and correct computer data errors
• Ability to handle multiple work priorities, organize and plan work and projects
• Ability to analyze operational and procedural problems and develop, recommend, and evaluate proposed solutions
• Ability to quickly learn and apply a variety of state, federal, CSU, and SJSU policies and procedures
• General knowledge of standard office technology and systems, and software applications such as: word processing, spreadsheet, FileMaker Pro and database management
• Demonstrated ability to establish and maintain effective working relationships within and outside the work group and serve as a liaison for the department
• Ability to interpret and apply policies and procedures independently, and use judgment and discretion to act when precedents do not exist
• 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

• BA-BS related to disciplines in the College or business
• Four years of related experience in administrative office management, budget and analysis management, event management and customer service 
• Demonstrated solid experience with relational databases, spreadsheets, and Google suite
• Experience in the supervision and training of staff
• Demonstrated familiarity with university policies and department procedures. 

Compensation

Classification: Administrative Analyst/Specialist - Nonexempt
Salary Range: $3,288/month - $6,347/month (Full-Time Salary Range)
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: October 18, 2021 through November 1, 2021. This position is open until filled; however, applications received after screening has begun will be considered at the discretion of the university.

Work Schedule

Selected candidates will be placed in one of the following schedules based on operational need:

Monday – Friday:   9:00 a.m. - 1:00 p.m.

Monday – Friday: 12:00 p.m. - 4:00 p.m.

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).