Administrative Analyst

Job Summary

Reporting to the Director of Undergraduate Admissions (UA) and also supports and gets lead direction from the Director of Student Outreach and Recruitment (SOAR), the Administrative Analyst performs a full range of moderately complex to complex office and administrative support functions for both departments. Working independently, under general supervision, the Administrative Analyst is primarily responsible for providing day-to-day administration of key office functions and performs a variety of administrative technical support to the Directors and staff as needed. The offices include Undergraduate Admissions, Student Outreach and Recruitment and the SJSU Welcome Center. In addition, this position is responsible for complex tasks and processes related to the unit’s operational budget expenditures such as providing analysis reports, absence time management tracking, and processing of fulfillment, travel, and procurement. In addition, this position ensures inventory of property/equipment/supplies, assists with all aspects of planning for events and supports operational unit activities related to UA and SOAR as well as other departments in Enrollment Management.

Key Responsibilities

• Provides complex administrative support for functions for UA and SOAR
• Performs the analysis and reconciliation of the operational expenses, reimbursements for travel, processes payments to vendors, and procures equipment and supplies
• Processes expense reports, reconciles operational expenses for general fund and trust accounts through the use of PeopleSoft, FTS financial reporting and other databases
• Assists managers with the hiring processing and expense tracking of all student workers; state funding as well as federal work-study
• Ensures all travel requests and arrangements for UA and SOAR recruiters/staff are made during peak travel season/s
• Works collaboratively with the EM Budget and University Personnel Confidential and the Division Lead Budget Analyst to monitor unit operational expenses, provide budgetary reports, and meet divisional budget deadlines
• Meets with Directors and Managers to review budget reports. Rectifies and resolves budget issues
• Advises and assists Directors and Managers with mid-year and annual office budget projections submissions. Creates, reconciles and submits budgetary tracking reports as requested
• Serves as the department resource for CMS PeopleSoft Financial resource and purchasing
• Oversees and coordinates day-to-day administrative operations of UA and SOAR including maintaining the Director’s calendars, scheduling meetings and appointments
• Assists in the planning of small to large-scale virtual and in-person recruitment and yield events. Serving as the administrative assistance for events
• Provides customer service assistance for all aspects of the office including, face to face walk in service in the office, e-mail correspondence, virtual support and telephone calls to students, staff, faculty, and all campus constituents
• Assists Directors and managers to respond to problems or issues related to office administration and or student status

Knowledge, Skills & Abilities

• Strong knowledge of program administration principles, practices, and methods
• Working knowledge of budget policies and procedures
• Working knowledge of general practices, program, and/or administrative specialty
• Ability to understand, interpret and uphold university and CSU policies as related to finance, human resources, CMS, procurement, travel and off budgets
• Demonstrated organizational and coordination skills
• Ability to organize and handle multiple priorities and meet project/assignment deadlines
• Ability to create meetings using calendar, zoom links, webinars, Google G-chat and other communication methods and virtual platforms
• Ability to learn, interpret, and apply a wide variety of policies and procedures relating to and impacting the applicable program, organizational unit, and/or administrative specialty
• Ability to analyze data and make accurate projections using business mathematics and basic statistical techniques
• Thorough knowledge of English grammar, business writing, punctuation, and spelling
• Ability to compose correspondence and reports utilizing system databases or software
• Ability to learn PeopleSoft/CMS and other university financial reporting systems
• Working knowledge of computer applications such as word processing and spreadsheets
• Ability to maintain confidentiality and appropriately handle sensitive communications with employees and external agencies
• Ability to work weekends and evenings during peak admission, recruitment and yield season

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

• Two (2) years of progressively responsible administrative work experience
• Experience working in a higher educational environment
• Excellent written and verbal communication skills
• Experience with PeopleSoft, Microsoft Office, Excel, Google suite, calendaring, databases, and spreadsheets
• Experience planning and coordinating events or projects
• Experience tracking multiple budgets and accounts
• Customer service experience, preferably in a Higher Education environment

Compensation

Classification: Administrative Analyst/Specialist – Non Exempt
Anticipated Hiring Range: $4,494/month - $5,189/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: July 14, 2023 through July 30, 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 requires faculty, staff, and students who are accessing campus facilities to be fully vaccinated against the COVID-19 virus (including all booster doses of an approved vaccine for which an individual is eligible per current CDC recommendations) or declare a medical or religious exemption from doing so. As a condition of employment, any candidates advanced in a currently open search process should be prepared to comply with this requirement as well as with other safety measures established on the 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).