Admin Analyst/Specialist (NE)
San Diego State University

Job Info

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Admin Analyst/Specialist (NE)

Req No: 2022-13181
Category: Information Technology
Type: Full-Time Central Staff
Salary: $20 - $24 per hour
Close Date:

Overview
Reporting to the Chief Information Officer (CIO)/Associate Executive Director (AED) Information Systems, the Administrative Analyst supports the AED and Director by performing a high volume and variety and range of routine to complex administrative tasks in a fast-paced environment. This position requires a high level of integrity and discretion in handling confidential information and professionalism while interacting with Senior Executives, regulators, vendors, and customers. The incumbent must be exceedingly well organized, detail oriented, flexible, proactive, resourceful, and able to complete high volumes of complex tasks and projects quickly while meeting tight deadlines and react with appropriate urgency to situations and events that require quick turnaround.



Responsibilities
The Administrative Analyst is responsible for but not limited to:

ADMINISTRATIVE SUPPORT 80%

• Provides high level senior administrative support to the CIO, IS department managers by conducting research, preparing reports, handling information requests, and performing senior level clerical
• Coordinates all non-emergency communications coming out from IS.
• Coordinates and ensures AV set up for meetings/presentations.
• Coordinates and facilitates meetings and conference calls using various technologies (Zoom, etc.)
• Creates and maintains PowerPoint presentations, agendas, minutes.
• Creates and manages surveys using Qualtrics Survey Tool
• Edits and proofreads confidential plans, correspondence, strategic plans.

Information Systems

• Creates and maintains vendor scheduling, invoicing, agenda preparation, minutes, etc.
• Coordinates billing with SDSU for shared services, including generating annual invoices to GRA for shared services/InfoEd.
• Coordinates IS events and Service Initiative project team recognition events.
• Assist with development and maintenance of IS project plans and timelines using technology tools such as Basecamp, Smartsheets and SharePoint
• Creates and maintains content for IS SharePoint sites. Creates and maintains SharePoint repository of all IS contracts, agreements, MOUs, and policies and procedures. Manage review and update cycles and coordinates with appropriate owners for periodic reviews and updates.
• Researches, gathers, and provides audit coordination of documentation as requested in assistance with Information Technology (IT) audits.
• Delivers Audit requested documentation to auditors after review and approval.

BUDGET SUPPORT 10%

• Creates simple MyRF queries, data dumps, and analysis with pivot tables.
• Assists CIO with maintaining budget spreadsheet templates and working documents with department managers (annual, 6,9 and 11 month reviews).
• Helps analyze data and generate trend reports, charts and graphs using Microsoft Excel or Google Sheets
• Prepares and processes check requests/disbursement requests, purchase requisitions, and journal vouchers for IS budget items, invoice reconciliations, and other financial paperwork and documentation in a timely manner.
• Coordinates travel, reimbursement requests for IS team.
• Monitors financial transactions using MyRF and internal tracking systems to confirm payments or follow up in a timely manner.
• Researches and coordinates resolution of payment issues.
• Maintains an organized filing system for all financial transactions.
• Pre-review IS team procurement card packets/receipts for proper documentation and coding.

SPECIAL PROJECTS 10%

• Performs special projects as requested and required.
• Special projects for IS include researching and documenting processes that span multiple systems and processes across campus (e.g., employee onboarding and off-boarding, POI feeds and relationships, etc.), data gathering for draft RFIs and vendor quote requests.
• Coordinates and tracks annual review of 3^rd party vendors (including SOC review, user access review, etc.).
• Help research user productivity tools and apps and prepare Quick Start guides.

Qualifications
Core Knowledge and Abilities

• Fundamental written and oral communication skills, including a sound foundation in English grammar, spelling, and punctuation.
• Ability to understand standard office procedures; to operate standard office equipment; to learn office technology systems; to perform basic arithmetic calculations; and typing and keyboard skills.
• Ability to interact effectively with co-workers, clients and/or study participants.
• Ability to understand and follow posted work rules and procedures including integrity and sound business ethics.
• Ability to relate well to others within the project environment.
• Ability to display motivation and strong interpersonal skills.
• Ability to display strong organization, meet deadlines, display detail orientation, possess good judgment and common sense.
• Ability to maintain professionalism and provide an outstanding level of customer service.
• Ability to demonstrate a high level of cross-cultural sensitivity.

Role Specific Knowledge and Abilities

• Bachelor’s degree in accounting, finance or management information systems or equivalent combination of coursework and work experience.
• Three years experience in an administrative support role.
• Experience using office productivity software – Office 365 or Google G-Suite preferred
• Ability to learn new technologies quickly – e.g., Salesforce, AdobeSign, Qualtrics, Basecamp, Smartsheet, etc.
• Ability to maintain attention to detail and accuracy while multi-tasking in a fast-paced
• Ability to apply knowledge, plan, prioritize and organize a heavy workload and adjust to changing priorities.
• Ability to interpret regulations and requirements.
• Ability to read, understand and analyze information, reports, and research data; and communicate analysis succinctly and cogently.
• Ability to seek out new work methods and principles and to incorporate them into existing practices.
• Must be customer-focused; flexible; and forward thinking. Must be a self-starter; proactive; resourceful and
• Highly motivated self-starter, with a high energy level and strong interpersonal
• Ability to communicate effectively, both orally and in writing. Must possess strong typing, spelling, and editing skills with thorough knowledge of grammar.
• Strong skills with Microsoft Office programs, specifically Word and Excel.
• Working knowledge of budget policies and procedures.
• Ability to analyze data and make accurate projections using business mathematics and basic statistical techniques.
• Ability to make independent decision and exercise sound Judgement.

ADDITIONAL APPLICANT INFORMATION:

• Hybrid telework arrangement in place.
• Applicant must live in a commutable distance from SDSU.
• This position is open until filled.
• A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with SDSU Research Foundation
• San Diego State University Research Foundation is an EEO/AA/Disability/Vets Employer

The COVID-19 vaccine is required by the CSU for all SDSU Research Foundation employees as a condition of employment. Should you be offered a position, you will be required to provide proof of vaccination status. Individuals who obtain an approved medical or religious exemption on file will be required to complete regular COVID-19 testing.


To apply, visit https://careers-sdsurf.icims.com/jobs/13181/admin-analyst-specialist-(ne)/job?in_iframe=1







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