Department Operations & Budget Analyst

San José State University; San Jose (CA); On-site; USD 58,000 - 64,000; Full time

Job summary

San José State University seeks an Administrative Analyst/Specialist to support the Resources and Operations department. The role handles day-to-day department operations, budget tracking, scheduling, and liaison work across campus units, ensuring confidentiality and compliance with policies.

The incumbent will supervise student workers, process faculty appointments, coordinate admissions, and manage department databases, events, and communications.

Qualifications

• 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.

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.

Job description

San José State University seeks an Administrative Analyst/Specialist to support the Resources and Operations department. The role handles day-to-day department operations, budget tracking, scheduling, and liaison work across campus units, ensuring confidentiality and compliance with policies.

The incumbent will supervise student workers, process faculty appointments, coordinate admissions, and manage department databases, events, and communications.