IT Business Operations Manager

San Jose State University; San Jose (CA); On-site; USD 112,000 - 121,000; Full time

Benefits offered by this job

Employee benefits

Job summary

San Jose State University is seeking an IT Business Operations Manager to drive IT budget planning, forecasting, and cost management. The role collaborates with IT leadership to optimize operations, administer procurement, and oversee payroll and recruiting processes.

The incumbent supports the Senior Director with strategic financial planning and develops budget models to forecast expenditures, while maintaining compliance with CSU policies and university guidelines.

Qualifications

• Knowledge of budgeting, forecasting, and financial reporting processes.
• Ability to analyze administrative and operational issues and recommend solutions.
• Ability to develop and maintain budgets and financial models with accuracy.

Responsibilities

• Manage SJSU IT Purchase Order approvals and daily spend tracking.
• Oversee travel, training authorizations, reimbursements, and personnel reimbursements.
• Develop standard and ad-hoc budget reports and financial data for leadership.
• Own PAF process and provide periodical status updates to leadership.
• Review contracts for terms, pricing and approvals.
• Identify inefficiencies and prioritize IT business operations improvements.
• Reallocate funds quarterly to align with demand and budget targets.
• Monitor expenditures and implement corrective actions as needed.
• Ensure IT project financials are captured in the Financial Data Warehouse.
• Lead staff recruitment, onboarding, and professional development processes.

Skills

Fiscal management

Budgeting

Forecasting

Process improvement

Reporting

Communication

Staff coaching

Education

Bachelor's degree in business administration or related field

Equivalent relevant work experience

Job description

Job Summary

The IT Business Operations Manager reports to the Senior Director, Strategy and Innovation and supports employee engagement, workforce development, and selected IT business operations within IT. The incumbent is responsible for managing IT business planning, operations and process improvement.

The incumbent serves as a member of the SJSU-IT Leadership Team and works in collaboration with leaders in SJSU-IT to support budget planning and management, operations and process improvement. The manager will play a critical role in assisting the Senior Director in the SJSU-IT financial strategy, overseeing annual budgetary planning and cost management, managing quarterly forecasting and reconciliation. The incumbent is also responsible for managing the University's Technology Product Requisition Accessibility and IT Risk Assessment Process to support the CSU Accessible Technology Initiative (ATI).

In collaboration with IT leadership, the incumbent administers and improves recruiting, onboarding, and employee development processes, working closely with University Personnel, recruiting partners, and consulting firms. The incumbent assigns work, coach staff, and supports professional development while fostering a collaborative, service-oriented, and learning-focused environment.

Key Responsibilities

• Manage the SJSU IT Purchase Order approval process, track daily spend (invoices) and troubleshoot invoicing issues.
• Responsible for travel & training authorization, reimbursements, and personal reimbursements.
• Develop standard and ad-hoc reports in a variety of formats, budgetary models and spreadsheets, and systems for extracting and reporting critical budget/financial data with high degree of accuracy.
• Own PAF process. Track and communicate status of PAFs, provide periodical update to leadership team
• Review contracts for terms, pricing and approvals.
• Identify inefficiencies in current business operations, working with IT leaders to prioritize areas of opportunities.
• Reallocate funds as necessary during the quarter to adjust to demand changes while maintaining adherence to the budget target.
• Monitor project and division expenditures and indicate appropriate action.
• Ensure prioritized project financials are effectively and efficiently captured in the Financial Data Warehouse.
• Monitor and evaluate the efficiency and effectiveness of service delivery methods and procedures; provide recommendations, within departmental policy, on appropriate services and staffing levels.
• Lead and engage with working teams to develop and roll out new ways of working with limited disruption on daily work and structure the IT leadership planning and review process.
• Design/redesign or update SJSU-IT budget models to forecast.
• Manage annual IT budget development efforts, budget principles and guidelines and the analysis of departmental augmentation requests.
• Identify, analyze and communicate budget-to-actual variances and forecast-to-actual variances on a monthly, quarterly, and annually basis to senior management.
• Share insight on identified risks and opportunities with IT senior management.
• Develop and implement budget and fiscal policies and procedures to ensure effective management of resources including modeling FTE position controls, collaborate with procurement, finance, and accounts payable on process improvement.
• Oversee IT payroll, lead and manage the University Personnel access approval processes.
• Coordinate and maintain processes for IT employees.
• Lead and facilitate all staff recruitments for the department and ensure compliance with People & Culture guidelines. Oversee the completion of the recruitment materials and submit documentation.
• Serve as the primary contact for ITS to Human Resources office for matters relating to ITS recruitments.
• Collaborate with hiring managers, Human Resources, recruiting agencies and consulting companies to find appropriate candidates for vacant ITS positions.
• Partner with Contract & Procurement Services (C&PS) team to develop and maintain the Information and Communication Technology (ICT) purchasing process.
• Manage Technology Requisition Impact Assessment (TRIA) process.

Knowledge, Skills & Abilities

• Working knowledge of the principles and practices of administration, business operations, and fiscal management, including applicable laws, regulations, policies, and procedures.
• Ability to analyze administrative and operational issues, identify relevant factors, evaluate alternatives, and develop appropriate recommendations and solutions.
• Ability to apply established theories, principles, practices, and techniques within an administrative specialty; gather and analyze information; draw logical conclusions; and make sound recommendations.
• Ability to coordinate and support planning, process improvement, and operational activities, including developing work plans, establishing priorities, monitoring progress, and meeting deadlines.
• Ability to develop, document, implement, and continuously improve administrative processes and procedures.
• Ability to develop, maintain, and analyze budgets, financial reports, forecasts, spreadsheets, and budget models with a high degree of accuracy.
• Ability to monitor expenditures, identify budget variances and financial risks, and recommend appropriate corrective actions.
• Knowledge of purchasing, contracting, travel, reimbursement, payroll, personnel, and related administrative processes, with the ability to interpret and apply applicable policies and procedures.
• Ability to maintain accurate records, track status and follow‑up items, and prepare timely reports and updates for management.
• Ability to work effectively with internal and external constituents, including public and private organizations, and handle sensitive situations with discretion and professionalism.
• Demonstrated consultative, facilitation, and interpersonal skills, with the ability to build effective working relationships, communicate professionally and respectfully, and support collaborative problem‑solving.

Required Qualifications

• Bachelor's degree in business administration or related field; Equivalent relevant work experience or a combination of education and experience may be substituted for the required education.
• A minimum of two years' experience in business operations, financial management, budgeting, forecasting, or resource planning.

Preferred Qualifications

• Experience leading strategic planning and budget development
• Experience leading, supervising, and coordinating the work of others
• Experience with recruitment, onboarding, workforce planning, performance management, and other human resources processes

Compensation

Classification: Administrator I

Anticipated Hiring Range: $10,000/month - $10,834/month

CSU Salary Range: $4,135/month - $12,288/month

The final hiring salary will be commensurate with experience.

San Jose 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.

Contact Information

People and Culture
[e-mail]

CSU Vaccination Policy

The CSU strongly recommends that all individuals who access any in-person program or activity (on- or off-campus) operated or controlled by the University follow COVID-19 vaccine recommendations adopted by the U.S. Centers for Disease Control and Prevention (CDC) and the California Department of Public Health (CDPH) applicable to their age, medical condition, and other relevant indications and comply with other safety measures established by each campus. The system wide policy can be found at https://calstate.policystat.com/policy/9779821/latest/ and questions may be sent to [e-mail].

Additional Information

Satisfactory completion of a background check (including a criminal records check) is required for employment. SJSU will issue a contingent offer of employment to the selected candidate, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was offered the position on a contingent basis.

The standard background check includes: criminal check, employment, and education verification. Depending on the position, a motor vehicle and/or credit check may be required. All background checks are conducted through the university's third-party vendor, Accurate Background. Some positions may also require fingerprinting. SJSU will pay all costs associated with this procedure. Evidence of required degree(s) or certification(s) will be required at time of hire.

SJSU IS NOT A SPONSORING AGENCY FOR STAFF OR MANAGEMENT POSITIONS. (e.g. H1-B VISAS)

All San Jose State University employees are considered mandated reporters under the California Child Abuse and Neglect Reporting Act and are required to comply with the requirements set fore…