Reporting to the Director of Resources and Operations (DRO) and taking lead direction from the Chair of Chemistry, the Administrative Analyst Specialist provides support to the office, faculty, staff, and students. Working independently under general supervision, the Administrative Analyst Specialist displays a high level of judgment in the execution of all duties. The Administrative Analyst Specialist has overall responsibility for the management of the day-to-day operation of the Chemistry Department and is a work lead to the department Administrative Support Coordinator. The incumbent is the liaison between the Department, the College of Science Dean's Office, University Personnel and UP/Faculty Services, Office of the Provost and other departments/colleges, along with outside agencies. The Administrative Analyst Specialist is responsible for management of the total department budget, which includes the salaries of faculty (30-40), teaching assistant (4-10), staff (7-10), student assistants (20-35); purchasing (requisitions, blanket POs, change orders, etc.) and managing the start-up funds and grants of faculty. Chemistry Department accounts through SJSU Research Foundation and Tower Foundation are managed by the Administrative Analyst Specialist. In collaboration with the Chair, the Administrative Analyst Specialist is also responsible for annual and periodic reports to the American Chemical Society required for accreditation of the BS degree program.
- Manages and monitors general fund, concurrent enrollment, and department Foundation accounts
- Provides reports as requested to the Dean's Office
- Manages faculty university grants and start up budget
- Advises department personnel on policy and procedures related to finance, budgets, personnel and related operational functions to meet programmatic goals
- With direction from the DRO, assists the Chair with department personnel, including trouble-shooting problems surrounding leaves, retirements and/or appointments
- Oversees and guides the workflow of the department office to provide support to all faculty, teaching associates and support staff. Directs office staff in office procedures and work schedules
- Serves as a resource for the department on University policy and procedures
- Oversees attendance/payroll for the department. Performs payroll-related activities, including collecting pay vouchers, payroll records, and pay warrant distribution for faculty, staff and student assistants
- Manages the Appointment Retention, Tenure and Promotion (RTP) process for faculty
- Communicates with the department committee regarding the university deadlines calendar and ensures that the required steps are followed
- Reviews dossiers for completeness of required documentation
- Prepares documents for faculty recruitment and reclassification requests
- Prepares faculty full-time and part-time temporary annual evaluations
- Works with Chair with the scheduling of classes and assigning classrooms by entering schedules into PeopleSoft. Notify faculty of their individual schedules
- Recommends and processes room/schedule changes and/or corrections as necessary
- Coordinates with Academic Scheduling and other departments for cross scheduling
- Assists students with forms requiring Chair's signature and scheduling meetings
Knowledge, Skills & Abilities
- Thorough knowledge of and ability to apply extensive expertise to complex principles and practices of fiscal management
- Demonstrated knowledge of the principles, problems and methods of public and business administration and operational and fiscal management
- Working knowledge of operational and fiscal analysis and techniques
- Thorough knowledge of methods, procedures and practices; English grammar, business writing, punctuation and spelling
- Expertise in investigating and analyzing problems with a broad administrative impact and implications. Ability to anticipate problems and address them proactively
- Ability to make timely decisions and perform a wide variety of administrative duties independently; ability to effectively plan, assign, coordinate and lead a variety of fiscal functions
- Working knowledge of software applications: word processing, spreadsheets, database management
- 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
- Strong oral & written communication skills. Must possess excellent customer service and public relations skills
- Working knowledge of and ability to apply standard theories, principles, practices, and techniques applicable to the program and/or administrative specialty to develop conclusions and make recommendations
- Ability to take initiative and independently plan, organize, coordinate, and perform work in various situations where numerous and diverse demands are involved
- Ability to train others on new skills and procedures and provide lead work direction
- 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
- Two years of progressively responsible administrative and office support/front desk customer service experience
- Experience in budget monitoring/tracking
- Experience with PeopleSoft or similar databases and standard office software applications (MS Office, PeopleSoft)
- Experience in Web maintenance
- Demonstrated ability to create various departmental reports
Classification: Administrative Analyst/Specialist: Non-Exempt
Anticipated Hiring Range: $4,578/month - $5,019/month
CSU Salary Range: $3,228/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.
Click Apply Now to complete the SJSU Online Employment Application and attach the following documents:
- Letter of Interest
All applicants must apply within the specified application period: July 1, 2022 through July 17, 2022. This position is open until filled; however, applications received after screening has begun will be considered at the discretion of the university.
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 firstname.lastname@example.org.
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.
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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 email@example.com.
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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).