Administrative Analyst/Specialist (Administrative Analyst/Specialist, Exempt II) (10468)

  • San Francisco
  • San Francisco, California
  • Jan 08, 2020
Full Time Administrative Analysis and Research Clerical and Administrative Support

Job Description

Description:

Working Title
Administrative Analyst/Specialist

SF State University
San Francisco State is an Equal Opportunity Employer and does not discriminate against persons on the basis of race, religion, color, ancestry, age, disability, genetic information, gender, gender identity, gender expression, marital status, medical condition, National origin, sex, sexual orientation, covered veteran status, or any other protected status. Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose by contacting the Senior Human Resources Manager.

Applicants may visit titleix.sfsu.edu for more information on SF State's policy prohibiting discrimination, and how to file an online report using the procedures under Executive Order 1096 Revised. Inquiries can be directed to the campus Title IX Coordinator and Discrimination, Harassment, and Retaliation Administrator by calling (415) 338-2032 or emailing vpsaem@sfsu.edu.

San Francisco State is a 100% Smoke/Vapor-Free Campus. Smoking or Vaping of any tobacco/plant-based substance is not permitted on any University properties.

The person holding this position may be considered a "mandated reporter" under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.

This position may be a "designated position" in the California State University's Conflict of Interest Code. The successful candidate accepting this position may be required to file Conflict of Interest forms subject to the regulations of the Fair Political Practices Commission.

Department*
Division of Student Affairs

Appointment Type*
This is a one year probationary position.

Time Base*
Full-Time (1.0)

Work Schedule*
Monday to Friday; 8:00 AM to 5:00 PM

Anticipated Hiring Range*
$5,000.00 to $5,500.00 per month ($60,000.00 $66,000.00 annually)

Salary is commensurate with experience.

Position Summary*
Under the general direction of the Associate Vice President for Student Affairs (AVPSA), the Administrative Analyst/Specialist II (AA/S II) serves as the Division of Student Affairs (DSA) primary administrative operations analyst and budget advisor. More specifically, the AA/S II duties include: provide DSA with training, planning, coordination, and leadership in areas of policies and procedures, including: personnel, fiscal affairs, program management, and executive support; collaborate with DSA unit managers/directors to investigate operational, staffing, programming and administrative needs, both present and future; work with AVPSA to develop and maintain divisional budget procedures and practices that are congruent with University policies; and provides Personal Assistant Services to the AVPSA as a reasonable accommodation.

Position Information
Office Management:
- Provide the Division of Student Affairs (DSA) with training, planning, coordination, and leadership in areas of policies and procedures, including: personnel, fiscal affairs, program management, and executive support;
- Manage the DSA office, providing administrative operations and maintaining a welcoming and professional office environment;
- Collaborate with DSA units, SAEM, and the broader University to enhance intradepartmental and interpersonal communications and decision making;
- Handle a broad, higher range of interpersonal contacts to include confidential and sensitive information regarding student records and personnel matters;
- Liaise between DSA units and the Office of the Vice President for SAEM;
- Communicate with University partners on behalf of AVPSA;
- Represent AVPSA at workshops, committee meetings, as requested;
- Write, edit and proof documents, correspondence, and reports;
- Identify opportunities to relieve AVPSA of non-critical tasks;
- Prepare weekly, monthly, quarterly and annual reports as requested.
- Train, schedule, and distribute work to DSA administrative personnel;
- Provide administrative support/guidance to AVPSA led committees and task forces;
- Develop, implement, and administer DSA systems and procedures;
- Coordinate executive communications, including taking calls, responding to emails, and interfacing with students, faculty, and staff;
- Lead semi-regular DSA administrative personnel meetings to ensure consistency and best practices across the division; and
- Develop, update, and distribute DSA templates for action memos, personnel forms, and other administrative resources for use by DSA unit managers/directors and administrative personnel.

Personnel Liaison
- Collaborate with DSA unit managers/directors to investigate operational, staffing, programming and administrative needs, both present and future;
- Draft, edit, and track all DSA personnel documents, including: position descriptions, recruitment and hiring, separation, retirement, and other appointment changes;
- Liaise between DSA units and the Office of the Vice President for SAEM on all personnel matters; and
- Identify any personnel and funding conflicts and make recommendations to resolve the same;
- Train, coach, provide constructive feedback, and support DSA administrative personnel; and
- Develop, maintain, and implement onboarding for new DSA unit managers/directors and administrative personnel;

Budget Management
- Work with AVPSA to develop and maintain divisional budget procedures and practices that are congruent with University policies;
- Advise AVPSA on all divisional budget matters;
- Interpret budget policies and make recommendations to AVPSA and divisional managers/directors;
- Maintain Fiscal Management System (FMS) for the AVPSA's office;
- Ensure regular checks and balances on all AVPSA accounts;
- Prepare AVPSA's annual budget requests, mid-year financial status reports, and all other mandatory reports;
- Review proposed expenditure plans to determine cost allowance and to ensure compliance with University and California State University (CSU) system policies and procedures;
- Perform research and recommend solutions to any budgetary problems that might arise, and ensure effectiveness of those solutions;
- Reconcile and track department procurement card purchases and expense reports; and
- Prepare and track fiscal memos, purchase orders, payment requests, expense reports, etc.

Personal Assistant Services

Other Duties as Assigned
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At All Times
-Demonstrate behaviors that are in line with the User Friendly Principles (P530C) and Principles of Conduct for a Multi-Cultural University (P30D); and
-Demonstrate safe work practices for oneself, others and the office environment.

Minimum Qualifications*
Entry to this classification requires general knowledge and skills in the applicable administrative and/or program field with a foundational knowledge of public administration principles, practices, and methods. This foundation would normally be obtained through 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.

- Thorough knowledge of and ability to apply extensive expertise to complex programs and/or administrative specialties, including pertinent laws and regulations.
- Demonstrated expertise in and advanced knowledge of the principles, problems, and methods of public and business administration and operational and fiscal management.
- Expertise in administrative survey techniques, 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 understand problems from a broad, interactive perspective and discern applicable underlying principles to conceive of and develop strategic solutions.
- Ability to work with representatives from public and private entities and handle potentially sensitive situations. Demonstrated consultative skills in working with internal and external constituent groups.
- Ability to effectively present ideas and concepts in written or presentation format and use consultative and facilitation skills to gain consensus.

Preferred Qualifications
- Bachelor's Degree and/or a minimum of 4 years of professional experience in a business environment;
- 2 years of progressive experience in an executive assistant role, preferably in student affairs/higher education;
- Experience working with college students within a highly diverse and fast-paced environment;
- Proven ability to exercise excellent judgment in the development of policies and procedures related to issues frequently not covered by existing policies and procedures;
- Ability to become familiar with and obtain thorough working knowledge of the California State University (CSU) policies and procedures, Title 5, University organizational structures, and the policies that govern them;
- Ability to become familiar with and obtain thorough working knowledge of the University accounting, procurement, budgeting and human resources systems and procedures;
- Proven ability to assess, formulate and evaluate the impact of recommended or implemented policies from a strategic and operational perspective;
- Strong technology, software, and hardware skills including the use of Word, Excel, Outlook, PowerPoint, internet, etc.;
- Demonstrated ability to independently determine priorities, coordinate, execute and evaluate multiple projects, and meet deadlines;
- Excellent interpersonal and communication skills, with a strong ability to maintain a cooperative work environment and handle a broad, higher range of interpersonal contacts that may include confidential and sensitive information; and
- Demonstrated proficiency in writing skills, English grammar, punctuation and spelling, and the ability to draft and compose correspondence and standard reports.
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Core Competencies - embody the following competencies:
- Bias toward collaboration and teamwork;
- Effective oral, written and nonverbal communication skills;
- Customer/Client Focus with an emphasis in problem solving and resolution;
- Personal effectiveness and credibility as demonstrated by interpersonal and professional confidence; and
- Diversity and inclusion.

Environmental/Physical/Special
Incumbent has their own work area and must be able to work effectively with a variety of individuals and function in a high visibility area, occasionally under pressure. Must be able to competently interact with a culturally and ethnically diverse population of students, faculty and staff. Must maintain a scent-free office to ensure access for people with chemical sensitivities.

Pre-Employment Requirements
This position requires the successful completion of a background check.

Eligibility to Work*
Applicants must be able to provide proof of US Citizenship or authorization to work in the United States, within three business days from their date of hire.

Benefits
Threaded through our Total Compensation package is a commitment to Bridging Life's Transitions. SF State is committed to providing our employees with a comprehensive program that rewards efforts that are appreciated by your colleagues, students and the customers we serve.

We offer a competitive compensation package that includes Medical, Dental, Vision, Pension, 401k, Healthcare Savings Account, Life Insurance, Disability Insurance, Vacation and Sick Leave as well as State Holidays and a dynamic Fee Waiver program, all geared towards the University's commitment to attract, motivate and retain our employees.

CSUEU Position
Eligible and qualified on-campus applicants, currently in bargaining units 2, 5, 7, and 9 are given hiring preference.

How To Apply
**THE ONLINE RECRUITMENT SYSTEM WILL ALLOW ONLY ONE FILE ATTACHMENT FOR EACH SUBMISSION**

Submit an online application and upload in one file attachment your resume, cover letter, describing your specific qualifications for each position AND three (3) professional references who can comment upon your education and/or job related experience.

SF STATE IS NOT A SPONSORING AGENCY FOR STAFF OR MANAGEMENT POSITIONS. (i.e. H1-B VISAS).

The Human Resources office is open Mondays through Fridays from 8 a.m. to 5 p.m., and can be reached at (415) 338-1872.

Application Deadline
This position is open until filled.

Review of applications to begin 01/21/2020.

Please note that this position, position requirements, application deadline and/or any other component of this position is subject to change or cancellation at any time.
Closing Date/Time: Open until filled

Job Address

San Francisco, California 94132 United States View Map