Department Administrative Analyst

San José State University•San Jose, CA

1d•$2,984 - $3,167

About The Position

This position is Part-Time at 0.5 FTE. 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. Reporting to the Director of Resources and Operations and receiving work lead from the Department Chair, 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.

Requirements

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
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

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