Department Analyst

SJSU Lurie College of Education; San Jose (CA); On-site; USD 58,000 - 64,000; Full time

Benefits offered by this job

Benefits package

Job summary

SJSU Lurie College of Education seeks an Administrative Analyst/Specialist to oversee day-to-day department operations, budget management, scheduling, and faculty/staff processes. The role reports to the Director of Resources and Operations and supports the Communicative Disorders & Sciences Department.

Responsibilities include budget projections, HR invoicing, calendar management, and acting as a liaison to campus offices. Strong analytical and communication skills required.

Qualifications

• Bachelor's degree or equivalent training required.
• Experience in administrative analysis, budgeting, and policy implementation.
• Proficient with PeopleSoft, CMS/FST, CFS and data systems.

Responsibilities

• Manage department budgets and financial reports.
• Process travel authorizations and reimbursements.
• Oversee hiring, appointments, and faculty/staff records.
• Coordinate academic scheduling and enrollment tracking.
• Serve as liaison to campus entities and external offices.

Skills

Budget management

People management

Data analysis

Office software

Customer service

Education

Bachelor's degree

Equivalent training

Tools

PeopleSoft

CMS/FST

CFS

Data Warehouse

Excel

Job description

Reporting to the Director of Resources and Operations and receiving work lead direction from the Department chair, this position is responsible for the day-to-day operations and activities of the department. This incumbent works with limited supervision to provide various moderately complex analyst support to the Department Chair, faculty, and students of the Communicative Disorders & Sciences Department.The Department Analyst is responsible for the appointment of temporary faculty processing; administrative tasks associated with faculty recruitment and retention, tenure and promotion; manages and tracks the department budget; tasks associate with Academic Scheduling; tracks enrollment; hires, trains and supervises student assistants; plans department events; handles confidential information for faculty and students; and distributes information to students, faculty and the general public.This position serves as a liaison to other campus entities: Office of Academic Innovation and Online Initiatives, Faculty Services, -People and Culture, Registrar’s Office, Financial Aid, Bursar’s Office, ABSO, and Tower/Research Foundations.

Key Responsibilities

• Manage all annual department, PACE and clinic budgets with the following systems: Data Warehouse, Tower, Research, FTS, CFS, WorkDay.
• Manage the annual budget allocation in PACE funding and annual role forwards.
• Project annual program budget based on analysis of enrollment and past and projected expenditures.
• Process travel authorizations and travel reimbursements.
• Create and process MOU requisitions and submit to contracts and purchasing and maintain spreadsheet for tracking purposes.
• Maintain financial database for clients to manage varying payment methods.
• Develop and maintain detailed budget records and spreadsheets on all departmental accounts, and reconcile monthly to CFS (Common Financial System), Data Warehouse; develop and maintain automated systems as appropriate.
• Review and reconcile department’s budgetary and financial reports with PeopleSoft and prepare transfer of funds and HR adjustments as needed.
• Track and project salaries for faculty, staff and student workers across each fiscal year.
• Manage student assistant, ISA, and work study allocations.
• Responsible for ensuring faculty salaries are appropriately expensed in regards to RTAs, split funds, assigned time, and grants.
• Oversee the allocation and administration of department facilities and resources, including office space, telephones, supplies, computers and equipment.
• Provide customer service and serve as a resource for faculty, staff, students, donors, and the public on university, CCTC, and graduate policies and procedures.
• Evaluate procedures and recommend improvements for all administrative functions and operations.
• Work with the DRO and Associate Resource Analyst to ensure faculty hires, budget, and enrollment policies and procedures are followed.
• Hire, supervise and distribute work for student assistants/work study students.
• Screen and schedule appointments for department chair.
• Manage department inventory of office supplies and equipment as necessary.
• Serve as a resource for faculty, staff, students and the public on university policy and procedures
• Complete updates for department website and ensure department website is accurate and up to date.
• Maintain essential databases (ex. Students, Perspective Students, and Faculty).
• Manage admissions and coordinate with the GAPE evaluator and data personnel for the program regarding student admissions.
• Responsible for all temporary faculty, visiting scholars, and student worker appointments.
• Manage CHRS process and prepare appointment and reappointment paperwork (contracts) for each temporary faculty member, visiting scholars and volunteers and ensure the correctness of the salary in consultation with the program director and the Dean’s Office.
• Responsible for onboarding for college and department policies and procedures (i.e., FTS processes, absence management, room schedule, keys, office set up, etc).
• Oversee organization and maintenance of faculty and staff files.
• Maintain accurate records for assigned time and faculty workloads.
• Enter academic schedule into PeopleSoft and process all adds, changes and updates
• Manage all aspects of assigning rooms continually track enrollment and enrollment trends, teaching assignments, and faculty workloads
• Continually track enrollment and enrollment trends, teaching assignments, and faculty workloads.

Knowledge, Skills & Abilities

• Thorough knowledge of methods, procedures and practices; English grammar, business writing, punctuation and spelling
• Ability to compose and appropriately format correspondence and reports.
• Expertise in using office software packages (word processing, spreadsheet, database management), technology, and systems
• Ability to perform accurately in a detail-oriented environment.
• Ability to plan and handle multiple work priorities, trouble shoot and organize work projects.
• Ability to maintain confidentiality and appropriately handle sensitive communications with employees and external agencies.
• Ability to quickly learn and apply a variety of state, federal, CSU, and SJSU policies and procedures.
• Ability to analyze and determine administrative routines and tasks needed for projects.
• Ability to analyze and report on trends (financial and operational) represented in historical data.
• Ability to maintain confidentiality of student and client files.
• Strong oral communication skills. Must possess excellent customer service and public relations skills.
• Ability to understand problems from a broader perspective and anticipate the impact of office administration problems and solutions on other areas.
• Ability to perform business math, analyze budgetary data, and make accurate projections requiring some inference.
• General awareness of emerging technologies, including artificial intelligence (AI), and a willingness to develop skills in their appropriate, responsible, and ethical use in a higher education environment, consistent with institutional policies and practices.
• Ability to communicate with constituents in a professional and respectful manner.

Required Qualifications

• A bachelor's degree and/or equivalent training.
• Administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs.

Preferred Qualifications

• Bachelor’s Degree.
• Experience with managing budget allocations, tracking expenses and reconciling.
• Experience with tracking student admissions and managing student records.
• Experience in providing customer service and working in an office with complex tasks in a diverse setting.
• Technical experience with Microsoft Office (Word, Excel), PeopleSoft, CMS/FST, CFS, Data Warehouse and email programs such as Gmail and Google Docs.
• Experience supporting procurement, travel, and personnel processes.
• Experience coordinating projects, events, and special initiatives.

Compensation

Classification: Administrative Analyst/Specialist – Non-Exempt

Anticipated Hiring Range: $5,195/month - $5,736/month (Step 5 – Step 10)

CSU Salary Range: $4,799/month - $6,992/month (Step 1 – Step 20)

San José 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.