Administrative Resources Specialist

Company: San Jos-- State University
Location: San Jose
Posted on: August 3, 2020

Job Description:

Administrative Resources SpecialistJob no: 497100Work type: Management (MPP)Location: San JoseCategories: MPP, Administrative, At-Will, Full Time, Research Job SummaryThe Administrative Resources Specialist is responsible for the analysis of current and projected budget allocations for the Research & Innovation Division (R&I) accounts and oversees, maintains, and generates reports for the division and related research programs and accounts involving SJSU, CSU, Research Foundation and Tower Foundation. The Specialist provides administrative office support to the AVP and the Office of Research (OR) as well as the administration and coordination of a number of OR programs. Works independently on projects that are complex, varied, detail-oriented and confidential. The administrative and analytical functions require access to a variety of sources of information, project plans, faculty and student compensation; research conduct grievances, progress reports, and other critical documentation pertaining to various campus programs and projects. Incumbent has broadly delegated authority for administrative functions, implements guidelines and procedures for budget preparation, and works collaboratively with members of the University Personnel (UP) and Faculty Affairs for the respective personnel practices and guidelines.This is a position in the CSU - Management Personnel Plan (MPP), and serves at the pleasure of the President. This position will require adherence to University compliance training such as: Conflict of Interest and Ethics, AB 1825 Sexual Harassment Prevention, Information Security, and Injury and Illness Prevention Program. The person hired for this position may be required to complete an outside employment disclosure statement in accordance with Title V of the California Code of Regulations. Key ResponsibilitiesCoordinates the daily operations of the AVP, including communications, scheduling, screening incoming calls and greeting visitors as well as responding to email inquiries. Establishes appointments and maintains the AVP's calendar.Serves as the OR primary contact responding to questions and analyzing and resolving problems, and reports major issues to the AVP.Supports the planning of major OR programs and events.Serves as OR contact for multiple constituencies: SJSU divisions and auxiliaries, CSU Chancellor's Office, other CSU campuses and federal agencies.Handles travel arrangements for the AVP and other OR staff or faculty as may be required.Oversees the involvement of the AVP in the grant proposal routing process with the Research Foundation, Tower Foundation, CSU, and other entities as may be required.Maintains confidential files as they relate to the full functional responsibilities of the payroll for OR staff, management and students, as well as other R&I personnel as may be required.Participates in planning discussions for program administration. Knows and interprets CSU and SJSU guidelines and provides information to other units as they implement awards. Implements program policies and manages operational administration of CSU and SJSU funded programs.Coordinates and leads the collection, analysis, reporting and communication of special program performance metrics effectively and efficiently.Manages hiring activities, ensuring the R&I Division complies with UP policies and proceduresManages the interface between UP processes for staff such as classification and compensation reviews and reassignments.Advises the AVP with regards to policy and procedures for budget administration. Reviews proposed budget, salary and personnel actions to ensure conformance with established guidelines and agreements.Works with the office of the Vice President for Research & Innovation (VPRI) and other SJSU offices as may be required for all required budgeting, projections, analysis, and allocation needs.Administers a variety of OR and R&I accounts, understands and implements guidelines and policies for use of these funds; and makes projections on the utilization of the funds.Support the AVP and the VPRI in all analytical functions pertaining to budget planning, forecasting, and expense management.Prepares and reviews financial reports regularly and as needed for the AVP and/or the VPRI.Implements and coordinates all of the procurement rules for credit card purchases, travel reimbursements, and research student assistant hourly payments. Knowledge, Skills & AbilitiesAbility to compose and appropriately format correspondence and reports.Strong CMS skills and working knowledge of software applications: word processing, spreadsheet, database management.Ability to perform accurately in a detail-oriented environment.Ability to take initiative and independently plan, organize, coordinate, and perform work in various situations where numerous and diverse demands are involved.Ability to maintain confidentiality and appropriately handle sensitive communications with employees and external agencies.Strong written and oral communication skills.Ability to work within a collaborative team.Excellent customer service and public relations skills.Working knowledge of managing budgets including processing requisitions, payment of invoices, fund transfers, and guidelines for the variety of types of funds handled in OR (CSU Operating Funds, Professional and Continuing Education - PaCE, Tower and Research Foundation Accounts).Working knowledge of and ability to apply the California Education Code regulations, CSU Executive Orders, SJSU Academic Senate policies, budgetary and financial policies and guidelines of the CSU/SJSU, and policies and procedures in the Office of Research.Working knowledge of and ability to apply standard theories, principles, practices, and techniques applicable to the program and/or administrative specialty to develop conclusions and make recommendations.Ability to use appreciable judgement in the development of policies and procedures related to issues frequently not covered by existing policies and procedures to develop conclusions and make recommendations. Precedents and policies to guide development activities may be available for reference. Required QualificationsA bachelor's degree and/or equivalent trainingFour years of high-level executive administrative work experience. Experience successfully managing a large complex budget.Strong written communication skills.Strong analytical and administrative management skills.Experience with compliance policies and procedures. Preferred QualificationsA Bachelor's Degree in finance or business administration5+ years of high-level executive administrative work experience. Experience with finance, budget and administration within higher education environment.Experience with research compliance policies and procedures. CompensationClassification: Administrator IHiring Range: Commensurate with experience San Jos-- 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. Application ProcedureClick Apply Now to complete the SJSU Online Employment Application and attach the following documents:ResumeLetter of InterestList of ReferencesAll applicants must apply within the specified application period: June 4, 2020 through June 21, 2020. This position is open until filled; however, applications received after screening has begun will be considered at the discretion of the university. Contact InformationUniversity Personneljobs@sjsu.edu408-924-2166 Additional InformationSatisfactory completion of a background check (including a criminal records check) is required for employment. SJSU will issue a contingent 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 offered the position on a contingent basis.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. Some positions may also require fingerprinting. 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. (e.g. H1-B VISAS)All San Jos-- 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. Equal Employment StatementSan Jos-- State University (SJSU) is an Equal Opportunity/Affirmative Action employer committed to nondiscrimination on the basis of age, ancestry, citizenship status, color, creed, disability, ethnicity, gender, genetic information, marital status, medical condition, national origin, race, religion or lack thereof, sex, sexual orientation, transgender, or protected veteran status consistent with applicable federal and state laws. This policy applies to all SJSU students, faculty and staff programs and activities. Title IX of the Education Amendments of 1972, and certain other federal and state laws, prohibit discrimination on the basis of sex in all education programs and activities operated by the university (both on and off campus). Advertised: July 08, 2020 (9:00 AM) Pacific Daylight TimeApplications close:

Keywords: San Jos-- State University, San Jose , Administrative Resources Specialist, Administration, Clerical , San Jose, California