Administrative Analyst

San José State University•San Jose, CA

3d•$4,617 - $6,727•Onsite

About The Position

Working independently and under the general direction of the Associate Vice President for University Housing Services (UHS), the Administrative Analyst performs payroll and personnel functions for all UHS professional and student staff. This position coordinates and performs tasks involving professional and student staff hiring processes and works with information of a highly sensitive and confidential nature. The position receives lead direction from the UHS Executive Assistant. Additional activities include providing general administrative support to the UHS management team.

Requirements

Ability to understand, interpret, and apply policies and regulations in specific situations to analyze and solve organizational and operational problems related to a comprehensive program.
Ability to take initiative and independently plan, organize, coordinate, and perform work in various situations where numerous and diverse demands are involved.
Ability to create, organize and carry out detailed plans.
Ability to exercise appropriate judgment and perform duties and responsibilities in the absence of close supervision.
Ability to support and monitor program budget allocations, and prepare appropriate reports.
Ability to collect and evaluate data, draw valid conclusions, and project consequences of various alternative courses of action.
Knowledge of software applications such as word processing, spreadsheets, database management and the Internet.
Ability to compose and appropriately format correspondence and business reports using appropriate English grammar, punctuation and spelling.
Ability to clearly answer questions and explain procedures and policies to students and the public in an efficient and courteous manner; apply judgment, discretion and initiative in performing a variety of tasks.
Knowledge of public administration principles, practices and methods.
Ability to apply this knowledge to complex programs and/or administrative specialties, including pertinent laws and regulations.
Expertise in and advanced knowledge of the principles, problems, and methods of public and business administration.
Ability to be flexible to changes, frequent interruptions, and manage multiple tasks at one time.
Ability to maintain confidentiality and appropriately handle sensitive communications for students, staff, and external agencies.
Knowledge in operations and systems analysis, statistical and research methods, and the ability to interpret and evaluate results to develop sound conclusions and recommend new or revised policies.
Ability to work with database systems to pull fields or records for reporting or transferring data to other databases.
Ability to handle multiple work priorities, organize and plan work and projects.
Ability to compose and appropriately format correspondence and reports.
Thorough knowledge of office systems and ability to learn and use broader range of technology, systems, and packages.
Ability to apply independently a wide variety of policies and procedures where specific guidelines may not exist.
Ability to display a strong sense of commitment to customer needs, and possess excellent customer service and public relations skills.
General awareness of emerging technologies, including artificial intelligence (AI), and a willingness to develop skills in their appropriate, responsible, and ethical use in a higher education environment, consistent with institutional policies and practices.
Ability to communicate with constituents in a professional and respectful manner.

Nice To Haves

Bachelor’s Degree.
Four years of administrative work experience.
Experience coordinating payroll processes.
Experience coordinating staff hiring processes.
Experience providing administrative support.
Experience producing reports.
Experience working in an educational environment.

Responsibilities

Serves as liaison with University Personnel units (Payroll, Class/Comp, etc.) for departmental staff transactions.
Completes required staff transactions for department including student staff appointment forms.
Prepares payroll for University Housing Services professional (including absences, vacation, sick leave and worker’s compensation) and student staff.
Maintains monthly status of absence reports and manages the approval process for all time and absence reporting by supervisors.
Prepares overtime requests for approval of Associate Vice President and managers and submits to Payroll Office.
Prepares absence and absence activity reports monthly for managers.
Coordinates department finger-printing process. Monitors that student assistant and professional staff are fingerprinted prior to employment processes paperwork and keeps a log of all employees for UHS. Processes “no longer interested” forms when employees are terminated.
Trains professional staff on student assistant hiring process to ensure that all student assistants are fingerprinted and have filled out all paperwork with University Personnel before beginning work.
Attends University Personnel contacts meetings regarding payroll and professional and student staff hiring.
Provides administrative support with department HR functions on behalf of the UHS Associate Vice President and the department areas.
Provides administrative support to Housing Leadership on confidential project work and maintains sensitive documents.
Schedules meetings, creates agendas, prepares materials, and generates meeting minutes.
Maintains staff record of completion of defensive driver training and issues renewal reminders.
Assists with coordination and implementation of projects and tasks as assigned by the Associate Vice President and Senior Management Housing team.
Leads and assists with special projects pertaining to day-to-day management and long-range strategic planning for UHS.
Works with Senior Housing Management and department Accountant regarding fiscal coordination, budget planning and reconciliations.
Provides key organizational support for department events and student programming efforts assisting with planning, development, logistics and implementation.
Participates on department, divisional and University committees as assigned.
Serves as a backup in assisting with department data entry and reporting processes.