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Job Summary

The Academic Senate Office coordinates and supports faculty governance at SJSU.  Reporting to the Associate Vice President for Academic Business & Strategic Operations, and receiving work lead direction from the Senate Chair, the Senate Administrator serves as the primary support to the Senate Chair and is responsible for the day-to-day business function and operations of the Senate Office, performing a variety of administrative, technical and analytical duties including archiving policy, fiscal planning and budgeting, procurement, personnel actions and payroll, meeting planning and coordination, and management of the Senate website.

The position provides the annual transition and operating procedures training for the newly elected Senate Chair and Associate Vice Chair; acts as the internal and external resource for the Senate and the university on policy matters; and is responsible for maintaining the university policy archives.

The incumbent provides complex administrative support with utmost diplomacy and confidentiality, communicates accurate information, and ensures effective and efficient operations and policy compliance. The Senate Administrator liaises with the President’s Office, Provost’s Office, and various offices on campus, building strong relationships for collaborative partnerships. The incumbent must demonstrate sound judgment and contribute to creating and sustaining a supportive, welcoming environment for students, staff and faculty.

Key Responsibilities

• Work closely with the Chair to plan, coordinate, and oversee the daily operations of the Senate Office, including responding to all requests and inquiries, in person, by phone or via email
• Responsible for maintaining documentation, organizing the shared Google Drive with current information, and archiving old files in accordance with CSU’s Retention and Disposition Schedule.
• Assist in the hiring and scheduling of student assistant(s) and provide work lead direction
• Manage and, if necessary, update the Senate website to ensure web pages are accessible and maintain all current and relevant policies
• Senate meeting preparation: create meeting agendas; act as recorder for senate and executive committee meetings, including confidential sessions of the Executive Committee
• Implement continuous improvement and communication processes to respond to changes
• Oversee and administer the Senate’s budget in collaboration with the Senate Chair and ABSO
• Analyze monthly department budgeting and accounting reports to maintain expenditure controls and reconcile account balances
• Track and monitor expenses in a sustainable, transparent manner; keep Senate Chair informed of operating expenses, budget projections and overages
• Process requisitions and Purchase Orders, manage ProCard transactions, including maintaining support documentation and monthly reconciliation
• Provide continuity and maintenance of all documentation, including familiarity with all policies and procedures in order to orient/advise new members as to duties, timelines, deliverables, and compliance issues
• Management of Amendments: Record all final and approved amendments made to policies and resolutions on the Senate floor; ensure amendments are added to the original policy or resolution; obtain President’s approval; and prepare final formatting for accessibility and website upload
• Establish effective working relationships and work cooperatively with team members on projects as well as other campus departments.

Knowledge, Skills & Abilities

• Ability to communicate with constituents in a professional and respectful manner
• Knowledge of University methods, procedures and practices; English grammar, business writing, punctuation, and spelling. Demonstrated ability to effectively interpret, organize, and present information and ideas in written and/or presentation form.
• Thorough knowledge of software applications such as word processing, spreadsheet, and database management. Ability to learn Peoplesoft. Knowledge of and ability to update and maintain a website.
• General knowledge of and ability to apply standard theories, practices, and techniques of office administration and management to develop conclusions and make recommendations.
• Ability to research and evaluate policies and programs; and make appropriate recommendations to the Senate and Senate Chair.
• Ability to work independently without daily supervision, communicate and write effectively, make constructive recommendations, interpret and apply operational and fiscal policies and procedures, apply fundamental concepts of budget administration, and understand fund accounting and state budgeting.
• Ability to perform accurately in a detail-oriented environment, and organize, plan, and coordinate work to meet established deadlines; Ability to handle multiple priorities.
• Ability to take initiative and independently organize, coordinate, and perform work in various situations where numerous and diverse demands are involved.
• Ability to efficiently run the Senate Office; ability to train others in new skills and procedures, and to provide work lead direction.
• Ability to maintain confidentiality and appropriately handle sensitive communications with employees and external agencies.
• Strong oral communication skills.
• Must possess excellent customer service and public relations skills.
• Ability to communicate with constituents in a professional and respectful manner.

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

• Work experience in higher education or academic setting
• Minimum 1 year experience in office administration
• Demonstrated experience with software applications such as Google Suite or word processing, spreadsheets, and OU campus or similar website editors
• Demonstrated experience composing correspondence and reports
• Demonstrated experience organizing files, data, or information
• Strong written communication skills (as shown in application materials)

Compensation

Classification: Administrative Analyst/Specialist - Non-Exempt
Anticipated Hiring Range: $4,781/month - $5,513/month
CSU Salary Range: $3,879/month - $7,488/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 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 15, 2024 through October 29, 2024. 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.

Campus Security Authority - In accordance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act) and CSU systemwide policy, this position is subject to ongoing review for designation as a Campus Security Authority. Individuals that are designated as Campus Security Authorities are required to immediately report Clery incidents to the institution and complete Clery Act training as determined by the university Clery Director.

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).