Associate College Resources Analyst

San José State University•San Jose, CA

About The Position

The Associate College Resources Analyst provides financial, travel, procurement, faculty appointments, evaluations, and class scheduling guidance and support to the College of Social Sciences. The Associate Resources Analyst compiles and tracks financial data for the College of Social Sciences and has responsibility of working with CoSS departments on the coordination of the COSS SJSU Online, Winter/Summer Intersession, and Special Sessions programs. The responsibilities include processing temporary faculty appointments and course scheduling for college level programs, administrative tasks associated with faculty recruitment and evaluation; assisting the college and departments with maintaining self-support programs budgets; training and assisting department staff with inputting self-support class schedules and appointing faculty; and tracking enrollments to ensure positive revenue and assisting departments with administrative tasks when needed. This position serves as the first point of contact in the Dean’s office to assist visitors and works with various campus entities as needed.

Requirements

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

Bachelor’s Degree in a related field
Two years of hands-on experience in financial data collection, analysis, and reporting to support informed decision-making
Proficient in financial systems including PeopleSoft/Oracle or comparable enterprise resource planning (ERP) platforms
Advanced skills in Microsoft Office, particularly Excel (including pivot tables), as well as Google Workspace tools (Docs, Sheets)
Two years of experience managing academic operations such as course scheduling, faculty appointments (both temporary and permanent), recruitment coordination, and Faculty Services/HR functions

Responsibilities

Responsible for downloading and filing the account statements for all COSS Dean’s Office level Tower and Research accounts, and inputting transactions into the expense tracking file
Ensures that funds are spent in compliance with Fund MOUs requiring knowledge of restrictions and guidelines
Secondary reporting responsibility for tracking and reconciliation of Tower and Research and State Operating funds
Collaborates with Senior Financial Analyst to prepare Dean’s Executive level summary reports for Tower/Research accounts and Stateside funds on a quarterly basis
Responsible for following the SJSU, ABSO and COSS travel guidelines, and using the authorized campus systems to verify and process requests for travel authorization and expense claims to reimburse employees with Tower, Research, and stateside funding. Input information into the travel tracking file maintained for college
Prepares and processes purchase requisitions, direct pay and reimbursement claims
Interacts with vendors, purchasing, employees and accounts payable to complete all requests
Prepares and process Scholarships for Dean’s office accounts in compliance with relevant policies and procedures
Provides scholarship schedule information to COSS Departments Administrative staff to ensure paperwork for their own department/school scholarships are prepared, submitted and processed to meet financial aid deadlines
Serves as backup to Senior Financial Analyst as liaison to the Academic Affairs Budget Office (ABSO) and to Finance and Business Services (FABS)
Maintains the College budget expense tracking file for college level special sessions salaries and expenses
Reconciles with Data Warehouse to ensure accuracy of information
Collaborates with the Senior Financial Analyst on preparing College level Special Sessions budget projections
Assists college department analysts with maintaining their own department special session budget expense tracking files, and with preparing quarterly budget projections
Acts as front-line support to the Dean’s Office Team (DOT)
Provides support to the college Executive Assistant and Communications Lead for events
Assists with dept level programs if there are staff vacancies