Unpublished
Job Title: Administrative Analyst
Regular/Temporary: Regular
Full/Part Time: Full-Time
Job ID: 24690
Job Code: 1038 Administrative Analyst/Specialist -12 Month
Department: Office of the Registrar
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About the Position
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Reporting to the University Registrar, the Administrative Analyst provides a broad range of complex administrative, technical, and analytical functions for the Associate and Assistant Registrars, the Office of the Registrar unit, and other units within the department as operational needs arise. This position has responsibility for complex tasks and processes related to the unit's operational expense analysis, personnel time management tracking, fulfillment, travel, registrar office requests, and operational unit activities. Working independently under general supervision, this position provides critical information to students, staff, and the public regarding University registration information, public records requests, policies, and procedures. As a representative for San Jose State University, this position maintains a high level of public contact; providing a high volume of varied services to past, present, and prospective student populations. The position is responsible for supporting a fast paced, customer service, production oriented Registrar's Office.
Responsibilities include but are not limited to the following: - Provides complex administrative support for functions associated with the analysis and reconciliation of the operational expense of the office of the Registrar. Processes expense reports, reconciles operational expenses for general fund and trust accounts through the use of PeopleSoft and the SJSU Financial Transaction Services (FTS). - Serves as back up administrative support to secondary assigned unit during administrative assistant absence, as reflected on the ES Back-Up Administrative Assistant Workflow Chart. - Coordinates, prepares, and monitors the Registrar's office monthly payroll for employees through the use of absence management in PeopleSoft. - Coordinates purchase requests, service contracts, direct payments, reconciliation of funding accounts, maintenance and service contracts, web requisitions, campus duplication, and travel requests for the unit. - Coordinates with the management frequently to ensure compliance with required financial processes and meeting all required deadlines. - Provides customer service assistance for all aspects of Registrar Services including walk in service in the Office of the Registrar, e-mail correspondence, and telephone calls to students, staff, and faculty in a professional and positive demeanor. - Processes official inquiries from external institutions such as requests for grading information and public records pursuant to the California Public Records Act; and military requests for s student information pursuant to the Solomon Act. - Processes the submission of the enrollment and degree reports to the National Student Clearinghouse database system. |
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Education and Experience
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A bachelor's degree and/or equivalent training and administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs.
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Preferred Qualifications
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- Experience in a Registrar's Office in a university environment
- Experience providing high volume customer service in a records environment - Experience with budgetary support and database management - Experience with procurement, travel arrangement, and calendar management procedures |
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Knowledge, Skills & Abilities
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- Thorough knowledge of English grammar, business writing, punctuation, and spelling.
- Ability to compose, present, and appropriately format correspondence and reports. - Demonstrated computer skills with emphasis on spreadsheets and report generation. - Knowledge of basic methods and procedures for research and statistical analysis and the ability to apply them. - Knowledge of Microsoft Office such as Word, Excel, Access and Google. - Ability to analyze data and make accurate projections using business mathematics and basic statistical techniques. - Ability to learn, interpret, and apply a wide variety of policies and procedures relating to financial aid and scholarship programs and their administration. - Demonstrated organizational, policy interpretation, and coordination skills. - Ability to organize and plan work and projects including multiple priorities. - Ability to learn PeopleSoft and generate appropriate reports. - Ability to multi-task, working effectively in a fast-paced environment with frequent interruptions, and make independent decisions and exercise sound judgment. - Ability to train others on new skills and procedures. - Ability to handle multiple work priorities, organize and plan work and projects. - Excellent oral and written communication skills. - Excellent customer service and public relations skills. |
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Posting Date
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August 14, 2018
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Application Screening
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Application Screening begins September 6, 2018
Applications received before that date will receive first consideration. This position is open until filled; however, applications received after screening has begun will be considered at the discretion of the university. |
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Required Application Material:
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Resume
Letter of interest List of References Complete SJSU Online Employment Application Please note that failure to completely fill out each section of the online application may result in your application not receiving consideration. |
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Note To Applicant
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Satisfactory completion of a background check (including a driminal records check) is required for employment. SJSU will issue a conditional 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 conditionally offered the position.
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. 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. (i.e. 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. |
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Equal Employment Statement
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SJSU is an Equal Opportunity Affirmative Action employer. We consider qualified applicants for employment without regard to race, color, religion, national origin, age, gender, gender identity/expression, sexual orientation, genetic information, medical condition, marital status, veteran status, or disability.
It is the policy of SJSU to provide reasonable accommodations for applicants with disabilities who self disclose. |
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Contact Information
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One Washington Square San Jose, CA 95192-0046
Phone: 408-924-2250 |
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