Administrative Analyst

Job no: 560825
Work type: Staff
Location: San José
Categories: Unit 9 - CSUEU - Technical Support Services, Probationary, Full Time, Student Services, On-site (work in-person at business location)

Working independently and under the general direction of the Associate Vice President for University Housing Services (UHS), the Administrative Analyst performs payroll and personnel functions for all UHS professional and student staff. This position coordinates and performs tasks involving professional and student staff hiring processes and works with information of a highly sensitive and confidential nature. The position receives lead direction from the UHS Executive Assistant.

Additional activities include providing general administrative support to the UHS management team.

• Serves as liaison with University Personnel units (Payroll, Class/Comp, etc.) for departmental staff transactions.
• Completes required staff transactions for department including student staff appointment forms.
• Prepares payroll for University Housing Services professional (including absences, vacation, sick leave and worker’s compensation) and student staff.
• Maintains monthly status of absence reports and manages the approval process for all time and absence reporting by supervisors.
• Prepares overtime requests for approval of Associate Vice President and managers and submits to Payroll Office.
• Prepares absence and absence activity reports monthly for managers.
• Coordinates department finger-printing process. Monitors that student assistant and professional staff are fingerprinted prior to employment processes paperwork and keeps a log of all employees for UHS. Processes “no longer interested” forms when employees are terminated.
• Trains professional staff on student assistant hiring process to ensure that all student assistants are fingerprinted and have filled out all paperwork with University Personnel before beginning work.
• Attends University Personnel contacts meetings regarding payroll and professional and student staff hiring
• Provides administrative support with department HR functions on behalf of the UHS Associate Vice President and the department areas.
• Provides administrative support to Housing Leadership on confidential project work and maintains sensitive documents.
• Schedules meetings, creates agendas, prepares materials, and generates meeting minutes
• Maintains staff record of completion of defensive driver training and issues renewal reminders.
• Assists with coordination and implementation of projects and tasks as assigned by the Associate Vice President and Senior Management Housing team.
• Leads and assists with special projects pertaining to day-to-day management and long-range strategic planning for UHS.
• Works with Senior Housing Management and department Accountant regarding fiscal coordination, budget planning and reconciliations.
• Provides key organizational support for department events and student programming efforts assisting with planning, development, logistics and implementation.
• Participates on department, divisional and University committees as assigned.
• Serves as a backup in assisting with department data entry and reporting processes.

• Ability to understand, interpret, and apply policies and regulations in specific situations to analyze and solve organizational and operational problems related to a comprehensive program.
• Ability to take initiative and independently plan, organize, coordinate, and perform work in various situations where numerous and diverse demands are involved.
• Ability to create, organize and carry out detailed plans.
• Ability to exercise appropriate judgment and perform duties and responsibilities in the absence of close supervision.
• Ability to support and monitor program budget allocations, and prepare appropriate reports.
• Ability to collect and evaluate data, draw valid conclusions, and project consequences of various alternative courses of action.
• Knowledge of software applications such as word processing, spreadsheets, database management and the Internet.
• Ability to compose and appropriately format correspondence and business reports using appropriate English…