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Administrative Operations Analyst

2 months ago

San Jose, California, United States San Jose State University Full time

Position Overview

This role operates under general supervision, directly reporting to the Department Chair of Computer Engineering, and is responsible for executing various administrative functions within the College of Engineering. The incumbent will work autonomously to fulfill designated objectives, providing essential staffing assistance for the Chair during the recruitment and onboarding of temporary faculty and student positions. Responsibilities encompass monitoring faculty workloads, ensuring adherence to contractual commitments, and verifying hiring statuses to identify any inconsistencies with departmental and university regulations. Additionally, the role involves reviewing course syllabi for compliance and managing the appointment processes for visiting scholars and volunteers, as well as overseeing student assistants.

Core Responsibilities

  • Facilitate and manage all hiring processes for temporary faculty and student roles at the departmental level.
  • Maintain comprehensive tracking spreadsheets for student support funding to ensure budget compliance.
  • Collect and verify temporary faculty hiring documentation for accuracy in relation to rank, salary, and entitlement.
  • Organize and maintain a digital filing system for all hiring-related information.
  • Evaluate course syllabi to ensure alignment with university and departmental standards, including accessibility features.
  • Compile and preserve curriculum support materials while collecting faculty office hour data.
  • Assist in the preparation, analysis, and reporting of data for accreditation purposes.
  • Create and manage student employment advertisements, review applications, conduct interviews, and train new student assistants.
  • Supervise department student assistants, coordinating their schedules and ensuring effective workflow.
  • Support the appointment process for volunteers and visiting scholars through documentation review and submission.
  • Implement and uphold departmental, college, and university academic policies and deadlines.

Required Skills and Qualifications

  • Strong verbal and written communication abilities.
  • Experience in making presentations, adeptness with social media, and proficiency in web editing and applications.
  • Familiarity with Google Apps and Microsoft Office Suite.
  • Excellent organizational and coordination capabilities.
  • Detail-oriented with the ability to manage multiple tasks effectively.
  • Competence in tracking, analyzing, and summarizing data using spreadsheets.
  • Understanding of data analysis tools and electronic forms.
  • Ability to maintain confidentiality and manage sensitive situations appropriately.
  • Experience in guiding and coordinating the work of student assistants.

Educational Background

  • A bachelor's degree or equivalent training.
  • Experience in administrative roles involving analysis and evaluation for policy development or improvement.

Preferred Experience

  • Bachelor's Degree.
  • Three years of progressively responsible administrative experience.
  • Background in a higher education setting.
  • Exceptional written and verbal communication skills.
  • Familiarity with PeopleSoft, Microsoft Office, Google Suite, calendaring tools, Zoom, and DocuSign.

Compensation and Benefits

Classification: Administrative Analyst/Specialist - Non-Exempt
Anticipated Salary Range: $5,000/month - $5,200/month
CSU Salary Range: $3,518/month - $6,791/month

San Jose State University provides a comprehensive benefits package valued at 30-35% of the base salary.

Application Process

Interested candidates should complete the online employment application and attach the necessary documents, including a resume and a letter of interest. All applications must be submitted within the designated application period.

Additional Information

Successful completion of a background check is required for employment. San Jose State University is committed to maintaining a safe and inclusive environment for all employees.

Equal Opportunity Statement

San Jose State University is an Equal Opportunity/Affirmative Action employer, dedicated to nondiscrimination in all employment practices.