Job no: 497091
Work type: Staff
Location: San José
Categories: Unit 9 - CSUEU - Technical Support Services, Administrative, Probationary, Full Time

Job Summary

Reporting to the Program Director and under general supervision, this position works independently to provide highly complex administrative support to the Director, faculty, students and staff; Is responsible for the program budget and office operations, maintaining the long-term fiscal continuity of the program and multiple funds; Is responsible for analysis of operations, fiscal management, planning and administration of operational systems; and makes recommendations to the director and faculty regarding strategic choices and appropriate timing for program investment of resources. Responsibilities also include oversight of day-to-day administrative program operations.

Key Responsibilities

• Manage overall program budget including revenue and expenditures. Reconcile expenditures. Make mid-year projections and perform year-end reconciliations.
• Project new revenue sources based on professional services offered and reconcile with program budget.
• Prepare analyses of potential earnings vs. additional expenses for program charges for enhancements for Director review.
• Prepare analyses of budget implications for partnerships with other international institutions for director review.
• Work with analysts in other colleges to coordinate split funding and to compensate for multi-year faculty dissertation advising.
• Work with the Office of Financial Aid and Scholarships to calculate awards, project allocations and assist potential applicants as a liaison to this Office.
• Assist Director in calculating Professional Development funds for Ed.D. students. Manage, implement and track the AY usage and balances.
• Formulate and maintain intricate system of managing Doctoral-advising credit.
• Analyze enrollment-planning data and work with Financial Analyst to assure scheduling, faculty appointments and program salary budgets are in alignment.
• Build and oversee systems of documentation for all budget related issues.
• Design and analyze marketing surveys to recruit students.
• Analyze effectiveness of new initiatives.
• Establish and run community engagement events for recruitment and general PR. This includes off-site events.
• Develop various outreach materials.
• Manage program website, including design, updates and edits.
• Independently plan, organize and coordinate Ed.D. events.
• Support Director in general fundraising efforts by conceiving, developing, and executing events.
• Manage key donor relationships and their corresponding scholarships.

Knowledge, Skills & Abilities

• Ability to perform business math, analyze budgetary data, and make projections using multiple sources of information.
• Thorough knowledge of budget policies, procedures and practices with the ability to learn SJSU and CSU practices and procedures.
• Skill 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.
• Ability to compile, write and present reports related to the program.
• Thorough knowledge of software applications: word processing, spreadsheet and database management.
• Ability to learn PeopleSoft and University financial transaction system.
• Ability to perform accurately in a detail-orientated environment.
• Ability to handle multiple priorities, organize and plan work and projects.
• Ability to make independent decisions and exercise sound judgement.
• Ability to maintain confidentiality and appropriately handle sensitive communication with employees and external agencies.
• Ability to quickly learn and apply a variety of state federal, CSU, and SJSU policies and procedures.
• Excellent organizational, verbal and written communication skills.
• Knowledge of basic methods and procedures for research and statistical analysis and the ability to apply them.
• Ability to analyze survey data.
• Familiarity with survey tools/surveys.
• Demonstrate ability to establish and maintain effective working relationships within and outside the work group and serve as a liaison for the organizational unit.
• Excellent customer service and public relations skills.
• Ability to drive to off-site locations and ability to pass the SJSU Defensive Driving Course.
• Ability to review and interpret accrediting purposes.
• Thorough knowledge of methods, procedures and practices; English grammar, business writing, punctuation and spelling.
• Ability to compose and appropriately format reports.
• Ability to effectively handle interpersonal interactions at all levels and handle highly sensitive interpersonal situations.
• Working knowledge of event planning and execution.
• Excellent organizational, verbal and written communication skills. Public relations skills.
• Ability to independently interpret and apply policies, procedures, use judgement, and discretion where precedents do not exist.
• Ability to analyze operational and procedural problems and develop, recommend, and evaluate proposed solutions.

Required Qualifications

• Bachelor’s degree and/or equivalent training
• Two years of administrative experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs

Preferred Qualifications

• Experience with budget policies, procedures and practices
• Demonstrated excellent organizational, verbal and written communication skills
• Experience with online student and financial systems
• Demonstrated experience producing reports
• Demonstrated experience analyzing operational and procedural problems and developing, recommending, and evaluating proposed solutions
• Experience with database management and record keeping
• Demonstrated experience establishing and maintaining effective working relationships within and outside the work group
• Demonstrated experience serving as a liaison for the organizational unit

Compensation

Classification: Administrative Analyst/Specialist – Exempt I
Hiring Range: $3,897/month - $7,051/month

San José State University offers employees a comprehensive benefits package typically worth 30-35% of your base salary. For more information on programs available, please see the Employee Benefits Summary.

Application Procedure

Click Apply Now to complete the SJSU Online Employment Application and attach the following documents:

• Resume
• Letter of Interest
• List References

All applicants must apply within the specified application period: June 22, 2020 through July 15, 2020. This position is open until filled; however, applications received after screening has begun will be considered at the discretion of the university.

Contact Information

University Personnel
jobs@sjsu.edu
408-924-2166

Additional Information

Satisfactory completion of a background check (including a criminal records check) is required for employment. SJSU will issue a contingent 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 offered the position on a contingent basis.

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. Some positions may also require fingerprinting. 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. (e.g. H1-B VISAS)

All San José 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

San José State University (SJSU) is an Equal Opportunity/Affirmative Action employer committed to nondiscrimination on the basis of age, ancestry, citizenship status, color, creed, disability, ethnicity, gender, genetic information, marital status, medical condition, national origin, race, religion or lack thereof, sex, sexual orientation, transgender, or protected veteran status consistent with applicable federal and state laws. This policy applies to all SJSU students, faculty and staff programs and activities. Title IX of the Education Amendments of 1972, and certain other federal and state laws, prohibit discrimination on the basis of sex in all education programs and activities operated by the university (both on and off campus).

Advertised: July 08, 2020 (9:00 AM) Pacific Daylight Time
Applications close: