Administrative Analyst/Specialist - Non-Exempt

Job Summary

Reporting to the Interim Associate Dean of Undergraduate & Graduate Programs, in collaboration with the LCoB Management team and Dean’s office personnel, the LCoB College Programs Support ensures the continued operational stability across the college portfolio of undergraduate, graduate, and self-support programs, along with scholarship operations and community college outreach.

Key Responsibilities

• Various queries/reports in support of undergraduate programs such as graduating seniors lists and waitlist reports.
• Graduation eligibility via various platforms such as MyProgress/mySJSU and queries.
• Provide support for Study Abroad and Away students including evaluating and processing course equivalencies, offering individualized guidance, and other support as required throughout the program.
• Support Associate Dean with prerequisite screening to facilitate enrollment in specific courses including: evaluating and processing course equivalencies and substitutions.
• Coordinate and communicate programming to LCoB Strategic communications to enable constant flow of information on events and programs (curricular and co-curricular) for social media, in support of the Assistant Director for Admissions and Marketing, leveraging tools such as EMMA and SLATE.
• Process college-level self-support transactions for both auxiliaries. Input and track Dean’s discretionary and donor-specific expenditures.
• Provide secondary support to Center Directors for Research Foundation system (currently Workday). Centers will appoint and fund their primary staff support.
• Pull donor reports for both auxiliaries (by Center) and provide to center directors
• Manage travel plans and expenses for the Dean and Associate Deans: process travel plans,including securing airfare and hotel accommodations and prepare and process appropriate paperwork associated with travel
• Provide administrative and financial processing support for hiring, payment, and tracking the hours of dean’s office funded student assistants (such as Dean’s office support and Centers)
• Handle expenses related to purchases of office supplies/catering for Dean’s office, college meetings.
• Serve as back-up administrative assistant to the Dean in the absence of the Executive Assistant to the Dean and Student Success Analyst
• Monitor scholarship available funds before the award cycle begins by running both auxiliary and data warehouse reporting.
• Track awards to ensure accounts are not overspent
• Work with Financial Aid Office on all scholarship related tasks

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.
• Demonstrated ability to establish and maintain effective working relationships within and outside the work group.
• Ability to learn, interpret, and apply a wide variety of state, federal, CSU, and SJSU policies and procedures related to human resources.
• 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.
• Proficient in SJSU applications: (e.g. Financial Transaction Services (FTS), Common Finance System (CFS), CSUBuy P2P, SJSU@Work, MySJSU, eFaculty or current software applications).
• Proficient in PC compatible software programs such Zoom, MS Office, OnBase and DocuSign.
• 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 communicate with constituents in a professional and respectful manner.

Required Qualifications

• 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.

Preferred Qualifications

• Bachelor's Degree.
• Experience demonstrating strong customer service orientation, and ability to work well with faculty, staff, students, and external constituents.
• Experience with PC compatible software programs such as PeopleSoft, ZOOM, MS Office, OnBase and DocuSign.
• Demonstrated experience in preparing and reconciling budgets and/or financial documents.

Compensation

Classification: Administrative Analyst/Specialist – Non-Exempt
Anticipated Hiring Range: $5,405/month - $5,736/month (Step 7 – Step 10)
CSU Salary Range: $4,799/month - $6,992/month (Step 1 – Step 20)

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.