Unpublished
Budget Analyst and Administrative Office Support
Job Title: Budget Analyst and Administrative Office Support
Regular/Temporary: Regular
Full/Part Time: Full-Time
Job ID: 24705
Job Code: 1038 Administrative Analyst/Specialist -12 Month
Department: Provost/SVP Academic Affairs
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About the Position
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Reporting to the Deputy Provost and receiving work lead direction from the Personnel Specialist and Outreach Coordinator, the Budget Analyst and Administrative Office Support performs administrative work that supports operational activities, including managing budget affairs, coordinating campus-related events and activities, and ensuring policies and procedures are followed. The incumbent collaborates with the Executive Communications Specialist to coordinate the division's communication plan. Additionally, the incumbent is responsible for the accounting and administration of funds, maintaining effective working relationships with diverse constituents, and communicating effectively to facilitate critical business between the offices of the President, Vice Presidents, Deans, and Departments. Working independently, under general supervision the incumbent also provides back-up administrative support to the Provost and Deputy Provost.
Responsibilities include but are not limited to the following: - Responsible for budget analysis, financial planning, and fund administration of all accounts and keeping Provost and/or Deputy Provost informed of operating expenses, budget projections and overages - Provide ongoing general representation of the Office of the Provost, including screening incoming requests in order to determine appropriate action and priority - Assess the nature and urgency of problems that arise in, or come to the attention of, the Office of the Provost and determine appropriate actions - Review and verify all international travel requests for the Academic Affairs Division for compliance, including domestic travel requests and reimbursement claims for the Provost's direct reports - Serve as a resource and provide guidance to faculty, staff, and administrators on policies and procedures related to international travel - Manage Faculty Service Recognition Luncheon, Academic Affairs Resource Team, Spartan (Staff) Service Celebration and Spartans Supporting Spartans, and Provost Football Suite - Manage the Office of the Provost website, including updating and maintaining the content and making enhancements when appropriate - Execute the website maintenance plan, ensuring an accurate, user-friendly and accessible site. Verify the accessibility of forms, documents, pictures, graphs, flash and web page content to be compliant and meet the SJSU standards of accessibility - Facilitate communication between the Office of the Provost and the Office of the President as well as the offices of Vice Presidents, Deans, and Departments on special assignments that are confidential, sensitive, or complex in nature - Provide day-to-day administrative support, such as responding to questions/requests from walk-in visitors; distributing mail; scheduling the conference rooms; processing parking permit requests; sending office correspondence; maintaining office equipment; and responding to student inquiries regarding a wide variety of issues |
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Education and Experience
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A bachelor's degree and/or equivalent training and 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.
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Preferred Qualifications
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- Bachelor¿s Degree
- Experience in evaluating policies and procedures - Experience working in a higher education environment - Two years of progressively responsible administrative and analytical experience - Experience using MS Word, Excel, PowerPoint and internet tools - Experience with budget management, planning, and analysis - Experience using CMS finance applications - Experience using HTML or a web content management system to have ability to update website |
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Knowledge, Skills & Abilities
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- Ability to analyze budget and various departmental data, and make accurate projections
- Ability to maintain confidentiality and appropriately handle sensitive communications with students, staff, and managers at all levels. - Knowledge and understanding of organizational structure, campus programs, policies, and procedures - Ability to make sound decisions, work efficiently under pressure, and work independently and as part of a team - High level of attention to detail and organizational skills - Ability to handle multiple work priorities in a timely manner, initiating, organizing, planning and implement work and projects - Ability to function independently to meet deadlines - Ability to use independent judgment and interpretation of campus policies and procedures - Excellent customer service, public relations and networking skills - Ability to perform with accuracy in a detail-oriented environment - Thorough knowledge of English grammar, business writing, punctuation and spelling to effectively compose, edit and appropriately format correspondence and reports - Excellent oral and written communication skills - Proficient in Microsoft Office Suite (Word & Excel), Adobe Acrobat, and internet tools - Knowledge of web content management system - Ability to learn and use PeopleSoft (CMS Finance), and the Google Suite (Gmail, Docs, etc.) |
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Posting Date
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August 22, 2018
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Application Screening
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Application Screening begins September 10, 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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