Academic Program Analyst

Universityculture; Camarillo (CA); Hybrid; USD 52,000 - 76,000; Full time

Job summary

Universityculture seeks an Academic Program Analyst to support resource management, budget tracking, and administrative duties within the Division of Academic Affairs. You will assist in budget preparation, payroll reconciliation, and faculty support for awards and program activities.

You will also coordinate onboarding for new staff, manage fund coding and reporting for instruction, research, and grants, and handle scheduling and access control for faculty and student researchers, ensuring

Responsibilities

• Program Budget/Financials: Provides departmental administrative and technical support for resource management; tracks budgets, reconciles expenditures, and analyzes payroll and financial records.
• Program Support: Onboards new employees, codes funds correctly, supports faculty in instruction, advising, research, and grants; prepares reports and minutes, handles high-volume communications; manages student workers and day-to-day academic program administration.
• Scheduling: Coordinates program meetings and schedules; manages access for student researchers, faculty, and staff; ensures deadlines are met and policy guidelines are followed.

Job description

Academic Program Analyst

Job no: 561394
Work type: Staff
Location: Channel Islands
Categories: Unit 9 - CSUEU - Technical Support Services, Administrative, Probationary, Full Time, On‑site (work in‑person at business location)

Division of Academic Affairs

Administrative Analyst/Specialist - Non-Exempt

RESPONSIBILITIES & DUTIES:

Program Budget/Financials

Provides departmental administrative and technical support for resource management in the School of Arts & Sciences. Assists in tracking and preparation of department budget estimates, projections, and monthly reconciliation. Tracks budget and expenditures across all funds within each assigned department. Interprets and applies university policies and procedures related to all financial information to ensure compliance with all regulations. Reconciles PCARD statement, collect and analyze budget requests from all departments. Analyze budgets with allocated Full‑Time Equivalent Student (FTES) and Student Faculty Ratio (SFR). Reviews payroll reports for accuracy, including tracking faculty release time. Completes paperwork for adjustments to expenses and payroll with a Journal Entry Transaction (JET/RET), Payroll Entry Transaction (PET). Provides support for faculty awards, including but not limited to Material, Services, Facilities and Technology (MSFT) and Instructional Related Activity (IRA). Completes all forms electronically and submits them to accounting with the appropriate backup. Monitors and tracks the expenditures in PeopleSoft for accuracy. Makes recommendations to program Chair(s) concerning expenditures and management of program budget.

Program Support

Works with lead analyst to process all access forms and submissions for onboarding of new employees. Communicates with faculty to ensure funds are coded correctly and expended by corresponding deadlines. Processes all authorizations and provides in-depth analysis of all funds per department. Supports faculty engaged in instruction, advising, research and creative activities, assessment, program development, and grant‑related projects. Handles interpersonal interactions at all levels of the university structure involving students, faculty, and staff. Writes and presents reports and records minutes in support of various committees. Processes a high volume of telephone calls and walk‑in visitors and conducts business with a high degree of professionalism, discretion, and confidentiality. Hires, leads work direction, schedules, and evaluates effort of student workers. Administers a range of projects and provides support for the day‑to‑day administration of academic programs. Works independently on multiple projects as assigned and uses independent judgment to make decisions, interprets, and applies policies and procedures related to academic programs. Processes faculty travel paperwork and reimbursements, ensuring compliance with applicable regulations governing the University. Performs general office support activities for Chair(s) and faculty within program area(s). Coordinates program meetings. Processes and tracks the key access of student researchers, faculty, and staff.

Scheduling

Responsible and accountable for using information from program chairs and collaborating with program administrative support coordin