"Department Analyst"

Job Summary

Reporting to the Director of Resources and Operations, and receiving work lead direction from the Department Chair of Teacher Education, this position is responsible for providing work lead direction for the day-to-day operations and activities of the fast-paced department. The incumbent works with limited supervision to provide highly complex administrative analyst support to the Department Chair, faculty, students, and staff. The position is responsible for the department budget and office operations and maintaining the long-term fiscal continuity of the department and its multiple funds. The position is responsible for analysis of operations, fiscal management, faculty hire processing, planning and administration of operational systems, and recommendations to the chair and faculty regarding strategic choices and appropriate timing for department investment of resources. The position provides administrative analyst support to the chair on department scheduling, a complex process that involves coordination with units within the college and across campus. The incumbent handles confidential information for faculty and students and, in conjunction with the chair, approves and disseminates information for the MA and credential programs to students, faculty, and the general public.

Key Responsibilities

• Project annual department budget based on analysis of past and projected expenditures.
• Analyze fiscal needs and performance, set budget and allocations, and administer accounts for department programs; make monthly reports to chair.
• Compile and analyze department expenditure data and respond to budget inquiries and related problems in order to provide assistance in resolving budget issues.
• Reconcile department allocations and budgets with DRO.
• Manage financial transactions through FTS, pcard and Go card processes.
• Supervise all operational aspects of the faculty recruitment processes.
• 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 and ensure the correctness of the salary in consultation with the Department Chair and the Dean’s Office.
• Oversee organization and maintenance of faculty and staff files for the department.
• Provide customer services and serve as a resource for faculty, staff, students, donors, and the public on university, CCTC, graduate policies and procedures.
• Evaluate procedures and recommend improvements for all administrative functions and operations.
• Oversee the allocation and administration of department facilities and resources, including office space, telephones, supplies, computing and equipment needs.
• Plan and oversee the financial, logistical, and operational details of all department special programs, meetings and events.
• Manage and process student, faculty and department records consistent with FERPA and other federal, state, local and campus confidentiality requirements. Assists Dept. Chair and Program Coordinators in scheduling appointments.
• Provide work lead supervision for ASC and student assistants.

Knowledge, Skills & Abilities

• Knowledge of general office procedures, methods and policies.
• Knowledge of information processing procedures, including but not limited to the use of relational databases to input data, run queries, extract reports and program new reports as needed.
• Knowledge of or ability to learn and use PeopleSoft Student Information systems.
• Ability to check and verify complex records, interpret academic documents, e.g., student transcripts.
• Ability to write correspondence, prepare standard reports and demonstrate thoroughness and accuracy in all work.
• Ability to interpret state regulations and ensure compliance to standards and regulations.
• Ability to maintain confidentiality of information.
• Excellent oral and written communication skills and a client-focused, service orientation.
• Ability to work collegially with other staff and College administrators.
• Ability to take initiative and independently plan, organize, coordinate, and perform work in various situations where numerous and diverse demands are involved.
• Ability to maintain confidentiality and appropriately handle sensitive communications with employees, students, faculty, department chair and administrators.
• Ability to manage multiple significant projects simultaneously in a highly organized and detail-oriented manner.
• 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

• Experience working with software programs such Zoom, MS Office, OnBase, Adobe, and DocuSign.
• Experience working with PeopleSoft, course scheduling, faculty appointments, and other Faculty Services/University Personnel procedures.
• Demonstrated experience in preparing and reconciling budgets and/or financial documents and budget management.
• Higher education experience in one or more of the following: accounting, finance, business, academic planning, program support, or support services.
• Two (2) years of progressively responsible administrative work experience.
• Experience with database management and administrative support.

Compensation

Classification: Administrative Analyst/Specialist – Non-Exempt
Anticipated Hiring Range: $5,000/month - $5,899/month
CSU Salary Range: $3,879/month - $7,488/month

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.

Application Procedure

Click Apply Now to complete the SJSU Online Employment Application and attach the following documents:

• Resume
• Letter of Interest

All applicants must apply within the specified application period: September 23, 2025 through October 7, 2025. This position is open until filled; however, applications received after screening has begun will be considered at the discretion of the university.