Administrative Analyst, School of Management

San José State University • San José, CA

8d

About The Position

The Lucas College and Graduate School of Business (LCoB) at San Jose State University is the institution of opportunity for Silicon Valley, providing dynamic business education programs and innovative applied research opportunities to people of all aged and background. By supporting a culture of continuous improvement, the Lucas College of Business empowers individuals to transform their lives through the pursuit of relevant professional development. Reporting to the Director of Resources and Operations, with work lead from the Director of School of Management (SOM), in the Lucas College and Graduate School of Business, the School of Management Admin Analyst independently provides a broad range of administrative, technical and analytical duties of moderate to high complexity. The incumbent is responsible for administrating the paperwork for School of Management budget, financial, personnel tracking/hiring, academic course scheduling, and special and general activities of the School. This position manages the day-to-day operation of the School of Management and trains, coordinates and oversees the staff and student assistants, as applicable. Additionally, this position provides administrative support to the School Director as requested by the Director.

Requirements

• Demonstrates ability to provide high level customer service to students, faculty and staff.
• Strong oral communication skills.
• Demonstrated ability to work cooperatively and professionally with others.
• Demonstrated ability to establish and maintain effective working relationships within and outside the work group.
• Ability to learn, interpret, and apply a wide variety of state, federal, CSU, and SJSU policies and procedures related to human resources.
• Working knowledge of accounting structure and expense accounts.
• Ability to analyze data and make accurate projections using business mathematics and basic statistical techniques.
• Working knowledge of financial software to extract information and understand interactions between various funds and accounts.
• Ability to monitor computerized accounting records and to research and correct computer data errors.
• Ability to compile, write, and present reports related to school’s budgets.
• Proficient in SJSU applications: (e.g. Financial Transaction Services (FTS), CSUBuy, Common Finance System (CFS), SJSU@Work, MySJSU, eFaculty or current software applications).
• Proficient in PC compatible software programs such Zoom, MS Office, OnBase and DocuSign.
• Proficient in SJSU applications: MySJSU or current software application.
• Ability to perform accurately in a detail-oriented environment.
• 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.
• Ability to communicate with constituents in a professional and respectful manner.
• 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.

Nice To Haves

• Experience in programs such Zoom, MS Office, OnBase and DocuSign.
• Experience working with PeopleSoft, course scheduling, faculty appointments, and other Faculty. Services/University Personnel procedures.
• Demonstrated experience with customer service and ability to work well with faculty, staff, students, and external constituents.
• Demonstrated experience in preparing and reconciling budgets and/or financial documents.

Responsibilities

• Prepare and process all appointment documentation for faculty (via Common Human Resource Services (CHRS)), applying University Personnel-Faculty Services (UP-FS) appointment guidelines. Includes collection of all appointment documents collected outside of CHRS.
• Generate all temporary faculty appointments each semester. Edit temporary faculty appointment documentation throughout semester due to changes in School of Management’s schedule, such as addition or deletion of courses, or faculty changes.
• Generate all Winter and Summer session appointments via appropriate form, currently via UP-FS Additional Work Unity forms. For Winter Intersession, monitor enrollment to communicate to College of Professional and Global Education (CPGE) for appropriate faculty pay based on salary schedule (using rank and course student enrollment).
• Supervise the Annual Evaluation process for all temporary faculty, potentially including scheduling and recording the Director’s assigned faculty peer evaluations. Use eFaculty to create cases for each temporary faculty. Review each faculty case submission.
• Lead faculty recruitment process for both Tenure-Track and Temporary faculty ensuring that University Personnel/Faculty Services recruitment guidelines are met. Also, includes arranging all travel itineraries/schedules for all faculty and on-campus interviewees. Support given by SOM ASC.
• Analyze established School of Management processes for continuous improvement to benefit the faculty, staff and students.
• Develop or coordinate the academic year, summer and winter course schedules in collaboration with the School Director implementing University Academic Scheduling Department procedures. Work with the Lucas Graduate School Associate Dean, Directors, and Analyst for graduate course scheduling. Perform all edits during Academic Scheduling Department led scheduling rounds prior to start of term and also throughout the term.
• Enter individual faculty assigned time into APDB Assigned Time Data Entry System for review by School Director, Interim Director of Resources and Operations, and approval by Associate Dean of Undergraduate Programs.
• Maintain, run and create numerous reports. Run SJSU Labor Distribution reports on monthly basis in SJSU@Work. (‘Labor Cost Distribution (LCD) Setup Audit’ and ‘LCD Monthly Paycheck Report’). Run other reports such as Enrollment, WTU tracking, Unaccommodated Demand, Entitlement and Assigned Time, as needed.
• Respond to inquiries from faculty, staff and students, regarding School of Management procedures, academic schedules, registration and University policies and procedures. Ensures students are assisted with add/drop forms, petitions, Enrollment Services procedures, and registration information by the SOM Administrative Coordinator and serve as backup.
• Serve as Work Lead to the SOM Administrative Support Coordinator (ASC) and Student Assistant(s). Serve as backup to SOM Administrative Support Coordinator tasks when needed.
• Monitor School of Management’s funds and reconcile all expenses reported in Finance and Business Services Tools (CFS - Data Warehouse, Common Finance System (CFS) and Financial Transaction Services (FTS) and CSUBuy) utilizing Excel and google sheets. Report balances to School Director regularly.
• Audit, oversee, track, and analyze all budgets and accounts including Operating Fund, PACE, and the School’s Tower and Research Foundation accounts. Analyze monthly payroll expenditures utilizing SJSU Labor Distribution reports and process appropriate revisions and collaborate with the Lucas College of Business Dean's Office Resource Team. In collaboration with LCoB Resource Team, process faculty funding splits via employee profile to Finance Dept.
• Forecast budget for all accounts to advise School Director on use of individual funds to support future expenditures. Identify and troubleshoot purchasing, accounts payable and budget issues completed by SOM ASC. Oversee all School purchases including purchase requisitions, direct pays, and expense claims (Travel, Research & Development Grant, Tower Foundation, Research Foundation or other approved fund grants). In absence of ASC, interact with purchasing and accounts payable to manage all requests complying with State budgetary regulations.
• Assist new School faculty with relocating procedures, by means of Lucas College of Business and University policies, when appropriate. Also, disseminate the School of Management, college and university procedures to these faculty.

Benefits

• 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

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level