Engineering Administrative Analyst - Budget & Scheduling

California State University; San Jose (CA); On-site; USD 60,000 - 64,000; Full time

Job summary

San José State University is seeking an Administrative Analyst in the College of Engineering to support the Industrial Systems Engineering department. You will manage budgets, staffing processes, course scheduling, and curriculum materials, while supervising student employees on-site. The role reports to the Director of Resources and Operations.

You will coordinate with faculty, chairs, and the Dean’s office, ensuring policy compliance, data analysis, and effective communication across offices.

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.

Responsibilities

• Project annual budgets for department(s) based on analysis of past and projected expenditures to set allocations and administers accounts for department(s) offices, classrooms, labs, and programs.
• Analyze needs of department(s) and make necessary purchasing plans for supplies, business stationery, equipment, professional development, services, catering, hospitality, promotional items, etc.
• Collect, review, and log student timesheets; Track monthly student support usage and analyze data to ensure compliance with student employee budget allocations for various accounts and funding sources.
• Assist with the onboarding and offboarding of new employees, including faculty/lecturers, chairs/directors, staff, and student employees.
• Plan and administer all aspects of tenure-track faculty, and lecturer recruitment processes, including advertising, creating application reports, phone interviews, site visits, and recruitment reports.
• Provide oversight and process hiring appointment and reappointment documents for temporary faculty to ensure accuracy and compliance with hiring policies, in consultation with the Dean's office and Department Chair(s)/Program Director(s).
• Process and complete all aspects of recruitment and hiring for student employment positions (i.e., Teaching Associates (TA), Instructional Student Assistants (ISA), and Student Assistants (SA)), including creating and maintaining Handshake postings, reviewing application materials, coordinating and conducting interviews, and facilitating the hiring and onboarding process.
• Train new student assistants and provide direct supervision to student assistants, including coordinating monthly schedules and workflow, and updating written training materials.
• Manage the class scheduling process for regular academic terms and intersession(s), including schedule changes, additions, cancellations.
• Collect, review and analyze course syllabi to ensure compliance to university and department policies, course level information, and accessibility features.
• Collect, maintain, and prepare curriculum and assessment related materials, including Program Assessment (ABET, WASC) documents and records.
• Provide general operational support for the designated department(s).
• Prepare documents and reports as requested by Department Chair(s)/Program Director(s), Faculty, and Dean’s Office.
• Address concerns, answer questions, and provide guidance from/for faculty, staff, students, prospective students, alumni, industry professionals, and the general public.

Skills

Strong communication

Organizational skills

Attention to detail

Data analysis

Google Apps

Microsoft Office

Budget and payroll awareness

Policy knowledge

Team collaboration

Confidentiality

Education

Bachelor's degree

Tools

Microsoft Office

Google Suite

PeopleSoft

Calendaring

Zoom

DocuSign

Job description

San José State University is seeking an Administrative Analyst in the College of Engineering to support the Industrial Systems Engineering department. You will manage budgets, staffing processes, course scheduling, and curriculum materials, while supervising student employees on-site. The role reports to the Director of Resources and Operations.

You will coordinate with faculty, chairs, and the Dean’s office, ensuring policy compliance, data analysis, and effective communication across offices.