Administrative Analyst Specialist

San Jose, CA
Aug 11, 2018
Position Type
Tenured & Tenure-Track
Institution Type
Four-Year Institution

Job ID: 24686
Full/Part Time: Full-Time
Regular/Temporary: Regular
Job Code: 1038
Department: Computer Science


Classification: Administrative Analyst/Specialist (Non-Exempt)
Anticipated Hiring Range: $4,600/month - $5,100/month
Salary Range: $3,288/month - $6,162/month
FLSA status: Non- Exempt

San Jose State University offers employees a comprehensive benefits package. For more information on programs available, please visit

About the Position

Reporting to the Chair of Computer Science, the Administrative Analyst Specialist will be responsible for the department budget and office operations and provide support to the department office, faculty, staff, and students.
Working independently under general supervision, displays a high level of judgment in the execution of all duties. The Administrative Analyst Specialist has overall responsibility for the management of the day-to-day operations of the Computer Science Department. The incumbent, in collaboration with the Department Chair, will determine the annual budget, administer the budget throughout the fiscal year, and conduct the fiscal analysis and operational analysis. The AA/S serves as the liaison between the Department, the College of Science Dean's Office, Faculty Affairs, Human Resources, Office of the Provost and other departments/colleges, along with outside agencies.

Responsibilities include but are not limited to the following:

- Manages General Fund, CERF, SSETF, Research Foundation Accounts, Scholarship Funds, Tower Foundation Accounts, and other accounts as they emerge.
- Prepares budget balance reports, including anticipated expenses based on university budget reports, and other on-line information; advises the Chair regularly on budget status.
- Determines academic year budget based on analysis and historical data.
- Process and approves purchase orders, honorariums, direct pays, budget transfers, etc. Advises as to which account should be used for specific expenditures.
- Process travel claims for faculty, staff and students.
- Provides salary data as needed and requested to the Dean's Office.
- Administers the budget throughout the fiscal year and maintains expense data in PeopleSoft in order to conduct on-going analysis.
- Coordinates with the College of Science budget analyst on a regular basis.
- Serves as the official representative of the Chair to other campus offices that share responsibility for goods and services provided to the department.
- May recommend fiscal and operational policy matters.
- Requests transfer of funds to sub accounts as needed.
- Assists Chair with confidential matters dealing with faculty or issues involving department personnel. Works with Chair to determine a resolution to issues as they present themselves.
- Assists Chair with faculty evaluation related confidential matters.
- Oversees and guides the workflow of the department office to provide support to tenure/tenure track faculty, part-time faculty, teaching associates and support staff. Directs office staff in office procedures and work schedules.
- Serves as a resource for the department on University policies and procedures.
- Attends department meetings, takes minutes, and enters them on the WIKI.
- Serves as frontline receptionist, assisting and directing walk-ins and phone calls to appropriate office.
- Responds to student inquiries related to their academic requirements and their academic records
- Working with the Chair, prepares the schedule of classes and assignment of classrooms. Prepares enrollment reports as requested.
- Manages department Facilities work orders, IT and Telecommunication requests and follow up until completion.
- Process all key and omni code requests.
- Oversees classroom, laboratory, and office renovations, maintenance, and upgrades.
- Assists with updating SJSU, department and College of Science Faculty and Staff Directories
- Manages the maintenance of departmental supplies and equipment. i.e., computers, printers, copiers, fax machines. Submit quarterly copier usage reports.
- Manages University SOTE/SOLATE and department evaluation process. Communicate deadlines to faculty, and collects data on courses to be evaluated.
- Works with Peoplesoft system to access and utilize student information, including lifting advisement and probation holds, obtaining transcript and grade records for advisors and faculty, changing grades, clearing incompletes, and doing other projects as necessary.
- Assists the Chair in updating and maintaining the Department Handbook and Policies.
- Maintains files for graduate and undergraduate students to facilitate advising.
- Coordination of the CS Dept Convocation event, including the student sign ups, posting of deadlines, arranging for equipment use, and obtaining the venue for the convocation.
- Assists students with add/drop forms, petitions, A & R procedures, registration, and other University and department related paperwork.
- Processes change of grade forms, major/minor forms, course substitutions, course equivalency forms, and gradation applications.
- Controls and issues supervision course codes and adds students to supervision classes
- Maintains working files, absence reports, and other employment records for the department.
- Orders supplies and tracks the status of pending orders.
- Advises Chair on curriculum committee deadlines and process curriculum changes.
- Works with department scheduler in preparing schedule of classes by entering schedule into Peoplesoft, notify faculty of their individual schedule, and process any changes or corrections.
- Assists Chair in maintaining department MSCS website.
- Assists the Chair in managing departmental space utilization, related to room use changes, furniture moves and schedule interruptions due to water/steam/power shutdowns or service failures.
- Responds to emergencies and do triage when the chair is out of the office or unavailable. Uses independent judgment in a wide variety of emergency or unanticipated sensitive situations.
- Oversees the Appointment Retention, Tenure and Promotion (RTP) process for faculty.
- Oversees attendance/payroll for the department.
- Performs payroll-related activities, including collection of payroll records, processing timesheet s, and payroll warrant distribution for faculty, staff, ISA's, and student assistants.
- Manages and maintains confidential personnel files, absence reports, and other employment records. Assists Chair with all personnel issues related to staff, including hiring and evaluations.
- Regularly communicates University, College of Science, and Department deadlines to the Chair, Department committees, and/or the whole Department, as appropriate.
- Assists in the recruitment process for tenure-track faculty through maintaining applicant files, ensuring required steps are followed in the recruitment and hiring process. Prepares informational packets, arranges travel, and hotel accommodations.
- Using PeopleSoft, processes appointment and reappointment papers for all part-time faculty, teaching associates, instructional student assistants, student assistants, and ensures the correctness of the salary as coordinated with the Department Chair and Dean's Office. Prepares orientation packets for all new hires.
- Assists in the Appointment, Retention, Tenure and Promotion (ARTP) process. Communicates with the elected department committee regarding the deadline dates and ensuring that the required steps are being followed. Assist in the review of the dossier for completeness and correctness according to the guidelines.
- Assists Chair in the evaluation process of part-faculty and teaching associates and informs Chair of Faculty Affairs deadlines. Coordinate distribution of faculty evaluations (SOTE/SOLATE)
- Reviews dossiers for appropriate documentation.
- Prepares documents for recruitment and reclassification requests
- Interprets and advises the Chair of policy and procedural changes to Faculty Affairs and HR guidelines.
- Ensures department meets all recruitment and evaluation deadlines as required.
- Serves as a resource regarding campus policies and procedures. Communicates these policies and procedures to the committees and chair, including personal/professional leaves of absence, post-tenure reviews, appointment, RTP and sabbaticals.
- Manages all activities associated with temporary faculty appointments for the Department of Computer Science.
- Audits faculty data for critical accreditation reports.
- Coordinates, based on a list of faculty to be evaluated by the Chair, all activities related to the faculty annual evaluations. This process involves all probationary and temporary faculty. Provides committee with accurate data and assists in preparing and disseminating recommendation to faculty, dean, and department files.
- Prepares and maintains records of all staff personnel transactions including hiring, evaluations, and recordkeeping.
- Manages Computer Science Staff Evaluations processes and procedures.
- Advises Chair of current evaluation policies and deadlines.
- Prepares appointment paperwork for all Student Assistants and monitor salary.
- Processes Volunteer appointments through Faculty Affairs or Human Resources depending on duties. Assists Volunteers with parking permits, orientation and setting up office or designated work area.

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.

Preferred Qualifications

- At least one year of progressively responsible administrative and office support/front desk customer service experience
- Experience in budget monitoring/tracking
- Experience with PeopleSoft or similar databases and standard office software applications (MS Office)

Knowledge, Skills & Abilities

- Thorough knowledge of and ability to apply extensive expertise to complex principles and practices of fiscal management.
- Demonstrated knowledge of the principles, problems, and methods of public and business administration and operational and fiscal management.
- Working knowledge of operational and fiscal analysis and techniques.
- Thorough knowledge of methods, procedures and practices; English grammar, business writing, punctuation and spelling.
- Knowledge in investigating and analyzing problems with a broad administrative impact and implications.
- Ability to anticipate problems and address them proactively.
- Ability to make timely decisions and perform a wide variety of administrative duties independently; ability to effectively plan, assign, coordinate and lead a variety of fiscal functions.
- Thorough knowledge of methods, procedures and practices; English grammar, business writing, punctuation and spelling.
- Ability to anticipate problems and address them proactively.
- Ability to compose and appropriately format correspondence and reports.
- Knowledge in the research, development, and evaluation of policies and programs, including skill in the collection, evaluation, and interpretation of data to develop sound conclusions and make appropriate recommendations.
- Working knowledge of software applications: word processing, spreadsheets, database management.
- 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 quickly learn and apply a variety of state, federal, CSU, and SJSU policies and procedures.
- Strong oral communication skills. Must possess excellent customer service and public relations skills.
- Working knowledge of and ability to apply standard theories, principles, practices, and techniques applicable to the program and/or administrative specialty to develop conclusions and make recommendations.
- Thorough knowledge of policies, procedures, and outside regulations pertaining to the applicable program and/or administrative specialty.
- Ability to take initiative and independently plan, organize, coordinate, and perform work in various situations where numerous and diverse demands are involved.
- Demonstrated ability to effectively interpret, organize, and present information and ideas in written or presentation form.
- Ability to train others on new skills and procedures and provide lead work direction.

Posting Date

August 10, 2018

Application Screening

Application Screening begins August 27, 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
Complete SJSU Online Employment Application

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 criminal 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.


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.

Contact Information

One Washington Square San Jose, CA 95192-0046
Phone: 408-924-2250


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