School of Global Innovation & Leadership Analyst
Job ID: 24515
Full/Part Time: Full-Time
Job Code: 1038
Department: Global Innovation & Leadership
Classification: Administrative Analyst Specialist - Nonexempt
Salary Range: $3,288 /month - $5,983 /month
FLSA status: Nonexempt
San Jose State University offers employees a comprehensive benefits package. For more information on programs available, please visit http://www.sjsu.edu/hr/benefits/
About the Position
Reporting to the Director of the School of Global Innovation & Leadership, the Analyst works independently, under general supervision, to provide a broad range of technical, analytical, and administrative duties with limited to moderate complexity. Position is responsible for administering the school budget, researching policy, conducting fiscal analysis and working with the Schools Director to project the school's annual budget. Additionally, this position manages the day-to-day operation of the school and trains, coordinates and oversees all the Global Innovation & Leadership staff and student assistants, as applicable.
Responsibilities include but are not limited to the following:
1. Monitor schools funds and reconcile all expenses reported in University budget system utilizing current reporting systems. Report balances to School Director regularly. Audit, oversee, track, and analyze all budgets and accounts including Operating and CERF Funds in addition to other Tower and Research Foundation accounts.
2. Analyze monthly payroll expenditures and process appropriate revisions and collaborate with the Lucas College of Business Dean's Office Budget Analyst.
3. Forecast budget for all accounts to advise School Director on use of individual funds to support future expenditures.
4. Identify and troubleshoot purchasing, accounts payable and budget issues. Oversee all school purchases including purchase requisitions, direct pays, and expense claims (Travel, Research & Development Grant, Tower Foundation, Research Foundation or other school fund approved claims). Interact with purchasing and accounts payable to manage all requests complying with State budgetary regulations,
5. Along with the ASC, provide and recommend information pertaining to faculty travel before and after trips, referencing the Lucas College of Business Finance Hub and knowledge of CSU and SJSU travel guidelines. Prepare and process travel authorizations and reimbursements. Oversee preparation and processing of travel authorizations and reimbursements. Assist ASC, if needed.
6. Assist new school faculty with relocating procedures, by means of Lucas College of Business and University policies. Also, disseminate school, college and university procedure.
7. Maintain school FTE workbook, recording each faculty members appointment. This includes course assignments, research, release time, assigned time, leaves, and funding sources. Stored and edited in collaboration with the Lucas College of Business Deans Office Resource Analyst Team.
Faculty Appointments and Recruitments
1. Administer the Retention, Tenure, Promotion (RTP) procedures for all Tenure/Tenure-Track faculty, guiding the schools committee and School Director with annual evaluations.
2. Lead faculty recruitment process for faculty ensuring that Faculty Affairs recruitment guidelines are met. Also, includes arranging all travel itineraries/schedules for all faculty and on-campus interviewees.
3. Supervise the Annual Evaluation process for all temporary faculty, including scheduling the Directors assigned faculty peer evaluations. Assist the Associate Dean of Undergraduate Programs in the Cumulative Evaluation for Three Year Entitled Temporary Faculty Member.
4. Prepare and process all appointment documentation for faculty (via CMS), applying Faculty Affairs appointment guidelines. Includes collection of all teaching applications, Employment Questionnaires, signed Terms & Conditions and other applicable documents.
5. Maintain numerous confidential faculty files storing all evaluations, in addition to absence reporting and other employment records.
6. Edit appointment documentation throughout semester due to changes in department schedule, such as addition or deletion of courses, etc.
Academic School/Program Coordination
1. Analyze established program/school processes for continuous improvement to benefit our faculty, staff and students.
2. Develop schools class schedules each term, in collaboration with School Director, implementing University Academic Scheduling Department procedures. Perform all edits during Academic Scheduling Department led scheduling rounds prior to start of term and also throughout the running term.
3. Guide Global Innovation & Leadership Undergraduate Committee through any and all curriculum minor and major revisions meeting Undergraduate Studies Department guidelines and deadlines.
4. Enter individual faculty assigned time into APDB Assigned Time Data Entry System for review by School Director, Student Success Analyst, and approval by Associate Dean of Undergraduate Programs.
5. Maintain, run and create numerous reports such as LCD (labor cost distribution), Enrollment, WTU tracking, Un-accommodated Demand, Entitlement and Assigned Time.
6. Respond to inquiries from faculty, staff and students, regarding school procedures, schedules, registration and University policies and procedures. Assist students with add/drop forms, petitions, Enrollment Services procedures, and registration information.
7. Responsible for overseeing the office and it's working efficiency during business hours. Involves constant process improvement of procedures to better serve our students and faculty. Maintain, monitor and operate office equipment, as well as call in for repair service requests.
Education and Experience
A bachelor's degree and/or equivalent training and administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs.
-Demonstrated proficiency in Word and Excel
-Experience preparing and reconciling budgets or financial documents to present in reports
-Experience working with course scheduling, faculty appointment, and other Faculty Affairs/HR procedures
-Experience in a higher education environment
-Demonstrated experience providing customer service
-Demonstrated experience with SJSU CMS & financial systems (FTS, CFS/Data Warehouse)
Knowledge, Skills & Abilities
-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.
-Demonstrates ability to establish and maintain effective working relationships within and outside the work group.
-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 schools budgets.
-Proficient in PC compatible software programs such MS Office
-Proficient in SJSU applications: (e.g. Financial Transaction Services (FTS), Common Finance System (CFS), MySJSU, or current software applications).
-Ability to perform accurately in a detail-oriented environment.
-Ability to handle multiple work priorities, organize and plan work and projects.
-Ability to learn, interpret, and apply a wide variety of state, federal, CSU, and SJSU policies and procedures related to human resources.
-Ability to maintain confidentiality and appropriately handle sensitive communications with employees and external agencies.
April 1, 2018
Application Screening begins April 16, 2018
Applications received before that date will receive first consideration.
This position is open until filled; however, applications received after screening has begun will be considered at the discretion of the university.
Required Application Material:
Letter of interest
List of References
Please note that failure to completely fill out each section of the online application may result in your application not receiving consideration.
Note To Applicant
Satisfactory completion of a background check (including a driminal records check) is required for employment. SJSU will issue a conditional offer of employment to the selected candidate, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was conditionally offered the position.
The standard background check includes: criminal check, employment and education verification. Depending on the position, a motor vehicle and/or credit check may be required. All background checks are conducted through the university's third party vendor, Accurate Background. SJSU will pay all costs associated with this procedure. Evidence of required degree(s) or certification(s) will be required at time of hire.
SJSU IS NOT A SPONSORING AGENCY FOR STAFF OR MANAGEMENT POSITIONS. (i.e. H1-B VISAS)
All San Jos State University employees are considered mandated reporters under the California Child Abuse and Neglect Reporting Act and are required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.
Equal Employment Statement
SJSU is an Equal Opportunity Affirmative Action employer. We consider qualified applicants for employment without regard to race, color, religion, national origin, age, gender, gender identity/expression, sexual orientation, genetic information, medical condition, marital status, veteran status, or disability.
It is the policy of SJSU to provide reasonable accommodations for applicants with disabilities who self disclose.
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