Job Summary

Reporting to the Director of Resources & Operations with work lead direction from the Ed.D. Program Director and the Associate Resource Analyst, under general supervision, this position independently provides highly complex administrative analyst support to the Program Director, faculty, students and staff. This position is responsible for the program budget and office operations, maintaining the long-term fiscal continuity of the program and multiple funds. This position is responsible for analysis of operations, fiscal management, planning and administration of operational systems. This position also recommends to the director and faculty strategic choices and appropriate timing for program investment of resources. Responsibilities also include overseeing day-to-day administrative program operations.

 

Key Responsibilities

• Manage overall program budget including revenue and expenditures on a monthly basis. Reconcile budget and expenditures. Make mid-year projections and perform year-end reconciliations.
• 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.
• Processes appointment and reappointment papers for each faculty member and ensure the correctness of the salary as coordinated with the Director and the Academic Resource Office.
• Maintain confidential personnel files, absence reports, and other employment records for the Program.
• Research and coordinate International Field Experience summer program.
• Serve as a liaison between international universities and SJSU; pre, during and post Global Field Experience.
• Maintain EdD Advising spreadsheet on a consistent basis
• Assist in generating analysis of data for accreditation reports.
• Responsible for course scheduling in PeopleSoft and coordinating with faculty and staff from other department to split fund the FTE assignments.
• Manage Program Communications with the following: community organizations, schools, school districts, other universities and corporations.
• Serve as resource to students, faculty and others seeking information or assistance related to the Ed.D. Program.
• Responsible for overall office administration and management by overseeing and coordinating day-to-day administrative operations including maintaining the Director's calendar, scheduling meetings and appointments.
• Design and analyze marketing surveys to recruit students.
• Manage program website, including design, updates and edits.

 

Knowledge, Skills & Abilities

• Ability to communicate with constituents in a professional and respectful manner.
• Ability to perform business math, analyze budgetary data, and make projections using multiple sources of information.
• 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.
• Knowledge of basic methods and procedures for research and statistical analysis and the ability to apply them.
• Familiarity with survey tools/surveys.
• Ability to drive to off-site locations. 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 effectively handle interpersonal interactions at all levels and handle highly sensitive interpersonal situations.
• Working knowledge of event planning and execution.
• 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.       

 

License

A valid driver's license is required for this position. Out of state candidates selected for the position must obtain a State of California driver's license within 10 days of hire in accordance with the California Department of Motor Vehicles regulations.

Once hired the employee must successfully complete the Defensive Driver Training Program provided by the State of California for California State University campuses.

 

Preferred Qualifications

• Experience with project management and planning for events/meetings.
• Experience with budget management and producing reports
• Experience conducting research and analysis.
• Experience working in an educational environment.
• Experience with database management and administrative support.
• Experience with Microsoft Office, Adobe, DocuSign, Google Suite.      

 

Compensation

Classification: Administrative Analyst/Specialist – Non-Exempt
Anticipated Hiring Range: $4,955/month - $5,684/month
CSU Salary Range: $3,879/month - $7,488/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: October 22, 2024 through November 5, 2024. 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
408-924-2252

 

CSU Vaccination Policy

The CSU strongly recommends that all individuals who access any in-person program or activity (on- or off-campus) operated or controlled by the University follow COVID-19 vaccine recommendations adopted by the U.S. Centers for Disease Control and Prevention (CDC) and the California Department of Public Health (CDPH) applicable to their age, medical condition, and other relevant indications and comply with other safety measures established by each campus. The system wide policy can be found at https://calstate.policystat.com/policy/9779821/latest/ and questions may be sent to jobs@sjsu.edu.

 

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. Incumbent is also required to promptly report any knowledge of a possible Title IX related incident to the Title IX Office or report any discrimination, harassment, and/or retaliation to the Office of Equal Opportunity.

 

Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act and Campus Housing Fire Safety Notification: 

Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the Annual Security Report (ASR) is also now available for viewing at https://www.sjsu.edu/clery/docs/SJSU-Annual-Security-Report.pdf. The ASR contains the current security and safety-related policy statements, emergency preparedness and evacuation information, crime prevention and Sexual Assault prevention information, and information about drug and alcohol prevention programming. The ASR also contains statistics of Clery crimes for San José State University locations for the three most recent calendar years. A paper copy of the ASR is available upon request by contacting the Office of the Clery Director by phone at 408-924-1501 or by email at clerycompliance@sjsu.edu.

Pursuant to the Higher Education Opportunity Act, the Annual Fire Safety Report (AFSR) is also available for viewing at https://www.sjsu.edu/clery/docs/SJSU-Annual-Fire-Safety-Report.pdf. The purpose of this report is to disclose statistics for fires that occurred within SJSU on-campus housing facilities for the three most recent calendar years, and to distribute fire safety policies and procedures intended to promote safety on Campus. A paper copy of the AFSR is available upon request by contacting the Housing Office by phone at 408-795-5600 or by email at uhs-frontdesk@sjsu.edu.

Campus Security Authority - In accordance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act) and CSU systemwide policy, this position is subject to ongoing review for designation as a Campus Security Authority. Individuals that are designated as Campus Security Authorities are required to immediately report Clery incidents to the institution and complete Clery Act training as determined by the university Clery Director.

 

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).