Department Administrative Analyst

CSU Careers•San José, CA

8d•Onsite

About The Position

The Department of Philosophy is seeking a Department Administrative Analyst to provide complex administrative, budgetary, and operational support to the Department Chair, faculty, staff, and students. This position analyzes and monitors department budgets, coordinates faculty and student personnel processes, supports recruitment and curriculum-related activities, and serves as a liaison between the department, college, university offices, and the public. This is a Part-Time position at 0.5 FTE.

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.
Ability to communicate with constituents in a professional and respectful manner.
General knowledge of standard office technology and systems, and software applications such as: word processing, spreadsheet, Google Suite, and database management.
Demonstrated knowledge of budget policies and procedures, and budgetary monitoring practices.
Ability to analyze budgetary data, conduct preliminary analyses, and make accurate projections using business mathematics and basic statistical techniques; ability to develop and design databases and create related reports.
Ability to monitor computerized accounting records, and to research and correct computer data errors.
Ability to handle multiple work priorities, organize and plan work and projects.
Ability to perform accurately in a detail-oriented environment.
Ability to analyze operational and procedural problems and develop, recommend, and evaluate proposed solutions.
Ability to maintain confidentiality and appropriately handle sensitive communications with employees and external agencies.
Ability to compose and appropriately format correspondence and reports.
General knowledge of standard office technology and systems, and software applications such as word processing, spreadsheet, FileMaker Pro and database management.
Demonstrated ability to establish and maintain effective working relationships within and outside the work group and serve as a liaison for the department.
Ability to interpret and apply policies and procedures independently and use judgment and discretion to act when precedents do not exist.
Ability to troubleshoot most office administration problems and respond to all inquiries and requests related to work area.
Ability to provide work directions to staff and student assistants.
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.

Nice To Haves

BA-BS related to disciplines in the College or business.
Four (4) years of related experience in administrative office management, budget and analysis management, event management and customer service.
Solid experience with relational databases, spreadsheets, and Google suite.
Experience in the supervision and training of staff and familiarity with university policies and department procedures.

Responsibilities

Analyze, monitor, reconcile, and report on department budgets, grants, faculty accounts, scholarships, and other university and foundation-funded accounts.
Process purchase requisitions, travel requests and reimbursements, payroll-related transactions, fund transfers, and other financial documents in accordance with university policies and procedures.
Support faculty appointments, curriculum and scheduling matters, faculty reviews, tenure-track recruitment, candidate visits, travel arrangements, and related reimbursements.
Serve as a resource to faculty, staff, students, and the public by interpreting university policies, coordinating deadlines, maintaining calendars, and responding to inquiries.
Coordinate department meetings, events, special projects, student and graduate assistant workflows, communications, and operational improvements.