Job Summary

Reporting to the Director of Resources and Operations and receiving work coordination from the Department Chairs of Humanities and LLD, provides essential front office administrative support to the SJSU campus, drives continuity and stability to central department offices, oversight of daily operations including administrative and budgetary support. The Department Analyst ensures exceptional customer service is provided to students, visitors, donors, faculty, and the campus community at large. The Department Analyst acts as the principal liaison between the department and the university, performs a full range of administrative support and complex duties for the Chair, faculty, and students.

Key Responsibilities

• Compiles and analyzes department expenditure data and responds to budget inquiries and related problems in order to provide assistance in resolving issues
• Monitors the department budgets by reviewing reports, and maintaining accounting records of allocated funds, startups, professional development funds, commitments, expenditures, income, and grants in all funds including State, RSCA, SSETF, PACE, Startup, Trust, Research Foundation, Tower Foundation, and Scholarship accounts
• Generates budgetary reports for Chairs and College
• Maintains payroll figures by tracking employee activity and appointments. Prepares payroll projections for employees including student assistants, temporary faculty, staff, ISAs, GAs, Work Study, TAs, and tenure/tenure track
• Monitors and authorizes expenditures for student assistants and work-study students
• Processes temporary faculty appointments for fall, spring, summer, winter, special session, special consulting, substitutions, and overload of temporary faculty, TAs, GAs, ISAs, and Student Assistants
• Maintains workload spreadsheet for each semester of faculty workload including class assignments, assigned time, salaries, and carryover of underage/overage
• Maintain database on faculty appointments, WTU, salary, stipends, entitlement, contract year, and range elevation
• Trains faculty on SJSU processes including travel authorizations, purchasing, department processes on absence management, whom to contact for what, deadlines including fiscal year-end, scheduling conference room, department printers and copiers, and support
• Maintains record and an electronic copy of faculty peer observations
• Maintain electronic confidential files on each faculty member
• Maintain curriculum files and prepare curriculum change forms, documentation, proposals for review, and related materials for the department chair

Knowledge, Skills & Abilities

• Knowledge of University methods, procedures, and practices
• Ability to compose and appropriately format correspondence and reports
• Command of English grammar, business writing, punctuation, and spelling
• General knowledge of standard office technology and systems, software applications such as DocuSign, Microsoft Office, and Google Suite
• Demonstrated knowledge of budget monitoring practices and policies and procedures
• 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 records, and to research and correct data errors
• Demonstrated ability to establish and maintain effective working relationships within and outside the workgroup 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 the work area
• Ability to maintain confidentiality and appropriately handle sensitive communications with employees and external agencies
• Strong verbal and written communication skills
• Strong customer service and public relations skills
• Ability to handle multiple work priorities, organize and plan projects
• Ability to analyze budgetary data, conduct preliminary analyses, and make accurate projects using business mathematics and basic statistical techniques
• Ability to develop and design databases and create related reports
• Ability to identify process improvement and embrace change
• Ability to provide leadership, delegate, train, and mentor staff

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

Compensation

Classification: Administrative Analyst/Specialist – Non-Exempt
Anticipated Hiring Range: $5,350/month - $5,469/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.

Application Procedure

Click 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: May 9, 2023 through May 23, 2023. 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
jobs@sjsu.edu
408-924-2252

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 jobs@sjsu.edu.

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. 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 clerycompliance@sjsu.edu.

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 uhs-frontdesk@sjsu.edu.

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).