*For full consideration, please apply by January 14, 2025*
Working Title
Academic Office Administrative Analyst
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
Lam Family College of Business - Economics Department
Appointment Type
This is a one-year probationary position.
Time Base
Full-Time (FTE 1.0)
Work Schedule
Monday through Friday; from 8:00am to 5:00pm
Anticipated Hiring Range
$4,465 - $5,000 Per Month ($53,580 - $60,000 Annually)
Salary is commensurate with experience.
Position Summary
Oversee the day-to-day operations of assigned departments within the Lam Family College of Business – Economics Department. Assist Department Chair by providing academic administrative support with general office/department management; scheduling/curriculum; HR and budget related activities. Maintain effective working relationships at all levels and serve as liaison representing the assigned department offices.
The Director of Finance & Operations/College Business Officer will conduct all performance evaluations for this position in consultation with the Department Chairs.
Position Information
Academic Department Management - work closely with department chairs and dean’s office; coordinate and provide administrative support to various projects unique to each department; assist and encourage participation in student organizations.
Assist Department Chair
Be aware of the many university calendars and assist Department Chair(s) in meeting deadlines. Assist, explain, and communicate to faculty/staff/students LFCOB and University academic and administrative policies and procedures, or refer to proper resources as appropriate. Handle busy front office duties with heavy student contact. Fulfill faculty requests for administrative/clerical services and miscellaneous requests such as Office allocation, furniture, keys, AV equipment, lockouts, Facilities Service Requests, etc.
Administrative/Clerical Support for department(s) and auxiliary programs including, but not limited to departmental specific Graduate and Undergraduate Programs, Advisory Board, departmental student organizations.
- Provide administrative support for department advisory boards/councils, attend board/council meetings.
- Work with chair to establish and maintain a working advisory board.
- Provide administrative support to the advisory board.
- Development of executive business contacts.
- Interacting with the business community.
- Provide administrative support to faculty working on service activities for department specific graduate and undergraduate programs.
- Serve as a resource person on policies and procedures for Student Workers.
- Complete all processes required to hire and pay student/work-study assistants.
- Assist with gathering faculty data sheets requested by the Associate Dean for accreditation purposes.
Scheduling/Curriculum
- Working with the department chair: build Summer, Fall and Spring schedule of classes.
- Provide the Associate Dean with edited department catalog sections and handouts for departments to reflect current program offerings after checking for completeness, accuracy, and compliance with University policies.
- Be available for Faculty Activity consultation – work with Scheduling Coordinator to complete FAD and APDB.
- Ensure Bulletin information is accurate.
- Enter Faculty Time Base information and Costs on Box.
Hiring, Retention, Tenure & Promotion (HRTP)
- Coordination of all administrative aspects of faculty lifecycle.
- Serve as a resource person on policies, procedures, and precedents.
- Prepare documents related to recruitment, selection, hiring, retention, tenure, and promotion of faculty.
- Work with department chair and Faculty Affairs Coordinator to prepare documents and gather information as needed for the faculty recruitment process.
- If needed, act as liaison between Search Coordinator and faculty candidates to coordinate activities. Maintain faculty records.
Fiscal Support
- Working with chair(s) and College Business Officer.
- Assist College Fiscal office with Faculty purchases.
- Work with Fiscal Affairs staff in the University’s Accounts Payable division.
- Be familiar with CSU system-wide Common Financial System (CFS) for monthly reconciliation of procurement card purchases.
- Accurate record keeping of receipts and US Bank statements for monthly procurement card reports and initiate Journal Entries if needed.
- Attend training updates when needed to maintain current awareness of the CSU system-wide Common Financial System (CFS).
- Process travel reimbursement claims.
- Process direct pay, invoices, and reimbursements.
Office Management
- Hire, train, supervise office assistant, establish/maintain/improve office procedures and operations, oversee processing of faculty requests and needs for all LFCOB faculty in your department(s) and as needed, those whose offices are located closer to your work location.
- Ensure that requests submitted to the office are fulfilled in a timely manner.
- Act as liaison between chairs, faculty, staff, and students.
- Coordinate instructional materials requests.
- Provide updated faculty office hours and handouts each semester; prepare signage for offices and maintain information on LFCOB Website.
- Update Department website information using Drupal and inform Marketing Office of any outages or issues that need to be fixed.
Special Projects/Miscellaneous
- Projects as determined by the Dean’s Office to effectively meet our college goals and fulfill our mission. Including, but not limited to:
- Coordinate student organization activities as they relate to the development of department goals.
- Organize and coordinate department/faculty sponsored events/functions.
- Work with Dean’s Office to coordinate internships/scholarship, be familiar with internships/scholarships as they relate to own departments/students.
- Assist with Department Commencement Activities – set-up, promotion, and day of event attendance.
Minimum Qualifications
- 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.
- Thorough knowledge of policies, procedures, and outside regulations pertaining to the applicable program and/or administrative specialty.
- Working knowledge of operational and fiscal analysis and techniques.
- Ability to take initiative and independently plan, organize, coordinate, and perform work in various situations where numerous and diverse demands are involved.
- Skill in the research, development and evaluation of policies and programs, including skill in the collection, evaluation, and interpretation of data to develop sound conclusions and make appropriate recommendations.
- Expertise in investigating and analyzing problems with a broad administrative impact and implications. Ability to anticipate problems and address them proactively.
- Demonstrated ability to effectively interpret, organize, and present information and ideas in written or presentation form.
- Ability to train others on new skills and procedures and provide lead work direction.
- Ability to organize and plan work and projects including handling multiple priorities.
- Ability to make independent decisions and exercise sound judgment.
- Ability to compile, write, and present reports related to program or administrative specialty.
- Demonstrated ability to establish and maintain effective working relationships within and outside the work group and serve as a liaison for the organizational unit.
Preferred Qualifications
- Thorough knowledge of University and Lam Family College of Business policies, procedures, and outside regulations pertaining to the applicable programs.
- Working experience and knowledge of LFCoB Economics Department policies and procedures.
- Working experience with CS, PeopleSoft, CFS, DocuSign, OSB, HRMS, Drupal, MS Office Suite (Word, Excel, PowerPoint, Outlook, Access).
- Works well with others.
Environmental/Physical/Special
May have to work some evenings and/or weekends to provide support for college programs/initiatives. Schedule will be adjusted, or overtime paid, as necessary.
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 employee.
CSUEU Position (For CSUEU Positions Only)
Eligible and qualified on-campus applicants, currently in bargaining units 2, 5, 7, and 9 are given hiring preference.
Additional Information
SF STATE IS NOT A SPONSORING AGENCY FOR STAFF OR MANAGEMENT POSITIONS. (i.e. H1-B VISAS).
Thank you for your interest in employment with California State University (CSU). CSU is a state entity whose business operations reside within the State of California. Because of this, CSU prohibits hiring employees to perform CSU-related work outside of California with very limited exception. While this position may be eligible for occasional telework, all work is expected to be performed in the state of California, and this position is assigned to on-campus operations.
CSU strongly encourages faculty, staff, and students who are accessing campus facilities to be immunized against COVID-19 or declare a medical or religious exemption from doing so. Any candidates advanced in a currently open search process are encouraged to comply with this requirement. The systemwide policy can be found at https://calstate.policystat.com/policy/9779821/latest/ and questions may be sent to hr@campus.edu.
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.
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.
