SPEAKS Program Analyst

The California State University; San Jose (CA); On-site; USD 64,013 - 69,281; Full time

Job summary

San José State University is seeking an Administrative Analyst/Specialist to provide comprehensive budget and program support for the M.S. Speech Language Pathology program. You will manage budgets, analyze enrollment and expenditures, and generate monthly financial reports for leadership.

The role requires handling confidential information, coordinating with campus offices, and supervising faculty recruitment processes, while ensuring compliance with FERPA and university policies.

Qualifications

• Bachelor’s degree 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

• 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.
• Analyze fiscal needs and performance, set budget and allocations, and administer accounts for the program; produce monthly reports for the Program Director.
• Analyze department needs and make annual purchasing plans for supplies, equipment, and professional development allocations.
• Develop and maintain detailed budget records and spreadsheets on all departmental accounts, reconcile monthly with the Common Financial System (CFS) and Data Warehouse, and develop automated systems as appropriate.
• Prepare and run monthly budget reports (LCD, Account Period Paid, Monthly Paycheck Report, Setup Audit, Job Period Paid).
• Compile and analyze department expenditure data and respond to budget inquiries to resolve issues.
• Reconcile department allocations, special funding, and budgets with the DRO.
• Track and project salaries for faculty, staff, and student workers across each fiscal year.
• Manage financial transactions, Pcard, and GoCard through Concur, CSUBuy, FTS, and other financial services.
• Supervise all operational aspects of the faculty recruitment processes.
• Oversee all temporary faculty, visiting scholars, and student worker appointments.

Skills

Policy knowledge

Software proficiency

Communication skills

Multitasking

Confidentiality

Emerging tech awareness

Education

Bachelor’s degree

Tools

Microsoft Office

PeopleSoft

CMS/FST

CFS

Data Warehouse

Gmail/Google Docs

Job description

Job Summary

Reports to the Director of Resources and Operations and receives daily direction from the SPEAKS Program Director in the Department of Communicative Disorders & Sciences. Provides analyst support services to the Program Director, Department Chair, faculty, and students for the M.S. Speech Language Pathology program. Works with limited supervision to provide highly complex administrative analyst support. Responsibilities include appointment of temporary faculty, administrative tasks associated with faculty recruitment and evaluation, managing and tracking program expenses and budget, program class scheduling, tracking enrollment, planning department events, handling confidential information, and distributing program information to students, faculty, and the general public. Acts as liaison to campus entities such as Office of Academic Innovation and Online Initiatives, Faculty Services, University Personnel, Registrar’s Office, Financial Aid, Bursar’s Office, ABSO, and Tower/Research Foundations.

Key Responsibilities

• 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.
• Analyze fiscal needs and performance, set budget and allocations, and administer accounts for the program; produce monthly reports for the Program Director.
• Analyze department needs and make annual purchasing plans for supplies, equipment, and professional development allocations.
• Develop and maintain detailed budget records and spreadsheets on all departmental accounts, reconcile monthly with the Common Financial System (CFS) and Data Warehouse, and develop automated systems as appropriate.
• Prepare and run monthly budget reports (LCD, Account Period Paid, Monthly Paycheck Report, Setup Audit, Job Period Paid).
• Compile and analyze department expenditure data and respond to budget inquiries to resolve issues.
• Reconcile department allocations, special funding, and budgets with the DRO.
• Track and project salaries for faculty, staff, and student workers across each fiscal year.
• Manage financial transactions, Pcard, and GoCard through Concur, CSUBuy, FTS, and other financial services.
• Supervise all operational aspects of the faculty recruitment processes.
• Oversee all temporary faculty, visiting scholars, and student worker appointments.
• Manage CHRS process and prepare appointment and reappointment paperwork (contracts) for each temporary faculty member and ensure correct salary in consultation with the Program Director and the Dean’s Office.
• Maintain faculty and staff files for the program.
• Ensure efficiency of all personnel evaluation procedures, including RTP, SOTE administration, and annual temporary faculty evaluations, and recommend policy improvements.
• Maintain confidential documents responsibly.
• Maintain accurate records for assigned time and faculty workloads.
• Coordinate, oversee, communicate, and perform all administrative program operational duties for the Program Director.
• Provide customer service and serve as a resource for faculty, staff, students, donors, and the public on university, CCTC, and graduate policies and procedures.
• Oversee allocation and administration of program resources, including office supplies, phone numbers, computing, and equipment.
• Act as back‑up for other department staff as needed.
• Address concerns and problem‑solve before they reach the Program Director or Dean’s Office.
• Manage and process student, faculty, and department records in line with FERPA and other confidentiality requirements.
• Collaborate with the DRO and Associate Resource Analyst to ensure faculty hires, budget, and enrollment policies are followed.
• Plan and oversee financial, logistical, and operational details for events such as conferences, workshops, graduations, and professional development activities.
• Develop enrollment analysis reports to support student success.
• Coordinate processes for entering class schedules into university software and processing changes or corrections.
• Recommend ways to streamline student records maintenance.
• Analyze student data via PeopleSoft, WebAdmit, SAMI Gateway, and Spartan Connect to project scheduling needs and identify students eligible for graduation or at‑risk.

Knowledge, Skills & Abilities

• Thorough knowledge of department, college, and university policies and infrastructure.
• Proficient with software applications and office systems including word processing, spreadsheets, database management, and other relevant systems.
• Effective use of campus software to review student documentation and track advisement materials for advisors and the Program Director.
• Strong oral and written communication skills; excellent customer service and public relations abilities.
• Ability to handle multiple work priorities, organize, and plan work and projects.
• Ability to perform accurately in a detailed work environment independently or in coordination with other staff.
• Ability to analyze operations and recommend and evaluate proposed solutions.
• Ability to understand problems from multiple perspectives and anticipate workflow challenges.
• Basic financial math skills, track financial data, and evaluate financial status with department administration.
• Quick learning of state, federal, CSU, and SJSU policies and procedures.
• Maintain confidentiality and handle sensitive communications appropriately.
• Professional correspondence and email writing with proper grammar, punctuation, and spelling.
• Awareness of emerging technologies, including artificial intelligence, and willingness to develop skills for responsible use in higher education.
• Professional and respectful communication with constituents.

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 tracking expenses and managing budget allocations.
• Experience with tracking student admissions and managing student records.
• Experience providing customer service.
• Administrative experience in a complex, diverse office setting.
• Technical experience with Microsoft Office (Word, Excel), PeopleSoft, CMS/FST, CFS, Data Warehouse, and email programs such as Gmail and Google Docs.

Compensation

Classification: Administrative Analyst/Specialist – Non‑Exempt

Anticipated Hiring Range: $5,736/month – $6,208/month (Step 10 – Step 14)

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

San José State University offers a comprehensive benefits package typically worth 30‑35% of base salary.

Equal Employment Statement

San José State University is an equal‑opportunity employer. The university prohibits discrimination based on age, ancestry, caste, color, disability, ethnicity, gender, gender expression, gender identity, genetic information, marital status, medical condition, military status, nationality, race, religion, religious creed, sex, sexual orientation, sex stereotype, and veteran status. This policy applies to all students, faculty, and staff, as well as university programs and activities. Title IX of the Education Amendments of 1972, and certain other federal and state laws, prohibit discrimination on the basis of sex in all education programs and activities operated by the university. Reasonable accommodation is made for applicants with disabilities who self‑disclose. San José State University employees are mandated reporters under the California Child Abuse and Neglect Reporting Act and must comply with CSU Executive Order 1083 as a condition of employment.