Job no: 497452
Work type: Staff
Location: San José
Categories: Unit 9 - CSUEU - Technical Support Services, Administrative, Child/Youth Education and Development, Probationary, Full Time

Job Summary

Reporting to the Academic Resource Manager, and receiving work lead direction from the Department Chair, this position is responsible for supervising, evaluating, and providing work lead direction for the day-to-day operations and activities of the department. The incumbent works with limited supervision to provide highly complex administrative support to the Department Chair, Director of the Child Development Lab Preschool, faculty, students, and staff. The position is responsible for the department budget and office operations; maintaining the long-term fiscal continuity of the department and its multiple funds; analysis of operations, fiscal management, planning and administration of operational systems; and providing recommendations to the Chair, Director of the Lab Preschool, and faculty regarding strategic choices and appropriate timing for department investment of resources.

Key Responsibilities

• Directly supervise the work of the department staff and student assistants.
• Coordinate, instruct, and monitor work in order to maintain productivity and quality.
• Oversee work to ensure satisfactory results and analyze and resolve complex issues.
• Provide regular feedback to staff and provide input on performance evaluations to appropriate administrator.
• Oversee office workflow and ensure assignments are distributed equitably.
• Ensure assigned tasks are completed effectively and in a timely manner.
• Serve as back-up for other department staff, as needed.
• Project annual department budget based on analysis of past and projected expenditures.
• Analyze fiscal needs and performance, set budget and allocations, and administer accounts for department programs and the ChAD Lab Preschool; make monthly reports to chair.
• Analyze department needs and make annual purchasing plans for supplies, equipment, professional development allocations, etc.
• Develop and maintain detailed budget records and spreadsheets on all departmental accounts, and reconcile monthly to CFS (Common Financial System) and Data Warehouse; develop and maintain automated systems as appropriate.
• Compile and analyze department expenditure data and respond to budget inquiries and related problems in order to resolve budget issues.
• Reconcile department allocations and budgets with College Dean’s office.
• Review and reconcile department’s budgetary and financial reports with PeopleSoft and prepare transfer of funds as needed.
• Work with chair to assess and develop new funding streams.
• Support chair and faculty in developing department’s strategic planning and reconciling with available resources.
• Investigate sources of faculty funding and support chair in recovering funds due to the department.
• Review costs associated with Special Session, High Demand courses, and summer/winter session courses to determine the enrollment requirements at least meet break even costs and expenses.
• Track and project salaries for faculty and student assistants across each fiscal year.

Knowledge, Skills & Abilities

• 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.
• Working knowledge of software applications: word processing, spreadsheet, database management.
• Thorough knowledge of policies, procedures, and outside regulations pertaining to the applicable program and/or administrative specialty.
• Working knowledge of operational and fiscal analysis and techniques.
• Ability to perform business math, analyze budgetary data, and make accurate projections requiring some inference.
• Ability to take initiative and independently plan, organize, coordinate, and perform work in various situations where numerous and diverse demands are involved.
• Ability to perform independently and accurately in a detail-oriented environment.
• 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.
• Thorough knowledge of methods, procedures and practices; English grammar, business writing, punctuation and spelling.
• Ability to compose and appropriately format correspondence and reports.
• Expertise in investigating and analyzing problems with a broad administrative impact and implications.
• Ability to anticipate problems and address them proactively.
• 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 work lead direction
• 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. Ability to clearly communicate orally and in writing.
• Must possess excellent customer service and public relations skills.

Required Qualifications

• A bachelor's degree and/or equivalent training
• Two years of administrative work 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   

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

All applicants must apply within the specified application period: August 27, 2020 through September 10, 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: August 27, 2020 (9:00 AM) Pacific Daylight Time
Applications close: