Administrative Analyst

Key Responsibilities

• Serves as liaison with University Personnel units (Payroll, Class/Comp, etc.) for departmental staff transactions.
• Completes required staff transactions for department including student staff appointment forms.
• Prepares payroll for University Housing Services professional (including absences, vacation, sick leave and worker’s compensation) and student staff.
• Maintains monthly status of absence reports and manages the approval process for all time and absence reporting by supervisors.
• Prepares overtime requests for approval of Associate Vice President and managers and submits to Payroll Office.
• Prepares absence and absence activity reports monthly for managers.
• Coordinates department finger-printing process. Monitors that student assistant and professional staff are fingerprinted prior to employment processes paperwork and keeps a log of all employees for UHS. Processes “no longer interested” forms when employees are terminated.
• Trains professional staff on student assistant hiring process to ensure that all student assistants are fingerprinted and have filled out all paperwork with University Personnel before beginning work.
• Attends University Personnel contacts meetings regarding payroll and professional and student staff hiring
• Provides administrative support with department HR functions on behalf of the UHS Associate Vice President and the department areas.
• Provides administrative support to Housing Leadership on confidential project work and maintains sensitive documents.
• Schedules meetings, creates agendas, prepares materials, and generates meeting minutes
• Maintains staff record of completion of defensive driver training and issues renewal reminders.
• Assists with coordination and implementation of projects and tasks as assigned by the Associate Vice President and Senior Management Housing team.
• Leads and assists with special projects pertaining to day-to-day management and long-range strategic planning for UHS.
• Works with Senior Housing Management and department Accountant regarding fiscal coordination, budget planning and reconciliations.
• Provides key organizational support for department events and student programming efforts assisting with planning, development, logistics and implementation.
• Participates on department, divisional and University committees as assigned.
• Serves as a backup in assisting with department data entry and reporting processes.

Knowledge, Skills & Abilities

• Ability to understand, interpret, and apply policies and regulations in specific situations to analyze and solve organizational and operational problems related to a comprehensive program.
• Ability to take initiative and independently plan, organize, coordinate, and perform work in various situations where numerous and diverse demands are involved.
• Ability to create, organize and carry out detailed plans.
• Ability to exercise appropriate judgment and perform duties and responsibilities in the absence of close supervision.
• Ability to support and monitor program budget allocations, and prepare appropriate reports.
• Ability to collect and evaluate data, draw valid conclusions, and project consequences of various alternative courses of action.
• Knowledge of software applications such as word processing, spreadsheets, database management and the Internet.
• Ability to compose and appropriately format correspondence and business reports using appropriate English grammar, punctuation and spelling.
• Ability to clearly answer questions and explain procedures and policies to students and the public in an efficient and courteous manner; apply judgment, discretion and initiative in performing a variety of tasks. Knowledge of public administration principles, practices and methods.
• Ability to apply this knowledge to complex programs and/or administrative specialties, including pertinent laws and regulations.
• Expertise in and advanced knowledge of the principles, problems, and methods of public and business administration
• Ability to be flexible to changes, frequent interruptions, and manage multiple tasks at one time
• Ability to maintain confidentiality and appropriately handle sensitive communications for students, staff, and external agencies.
• Knowledge in operations and systems analysis, statistical and research methods, and the ability to interpret and evaluate results to develop sound conclusions and recommend new or revised policies.
• Ability to work with database systems to pull fields or records for reporting or transferring data to other databases.
• Ability to handle multiple work priorities, organize and plan work and projects.
• Ability to compose and appropriately format correspondence and reports.
• Thorough knowledge of office systems and ability to learn and use broader range of technology, systems, and packages.
• Ability to apply independently a wide variety of policies and procedures where specific guidelines may not exist.
• Ability to display a strong sense of commitment to customer needs, and possess excellent customer service and public relations skills.
• General awareness of emerging technologies, including artificial intelligence (AI), and a willingness to develop skills in their appropriate, responsible, and ethical use in a higher education environment, consistent with institutional policies and practices.
• Ability to communicate with constituents in a professional and respectful manner.

Required Qualifications

• Equivalent to a bachelor's degree in a related field.
• Two years of relevant experience. Additional experience which demonstrates acquired and successfully applied knowledge and abilities shown above may be substituted for the required education on a year-for-year basis. An advanced degree in a related field may be substituted for the required education on a year-for-year basis.

Preferred Qualifications

• Bachelor’s Degree.
• Four years of administrative work experience.
• Experience coordinating payroll processes.
• Experience coordinating staff hiring processes.
• Experience providing administrative support.
• Experience producing reports.
• Experience working in an educational environment.

Compensation

Classification: Housing Operations Professional II
Anticipated Hiring Range: $5,098/month - $5,304/month (Step 6 – Step 8)
CSU Salary Range: $4,617/month - $6,727/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.