Department Analyst

Reporting to the Director of Resources and Operations and receiving work lead direction from the Department Chair, this position is responsible for the day-to-day operations and activities of the Communicative Disorders & Sciences Department.

Responsibilities

• Manage all annual department, PACE, and clinic budgets using systems such as Data Warehouse, Tower, Research, FTS, CFS, and WorkDay.
• Manage the annual budget allocation in PACE funding and annual roll 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; 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; reconcile monthly to CFS (Common Financial System) and Data Warehouse.
• Review and reconcile department’s budgetary and financial reports with PeopleSoft; 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.
• Ensure 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 the 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 the department website and ensure it is accurate and up to date.
• Maintain essential databases (e.g., students, prospective 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; ensure correctness of salary in consultation with the program director and the Dean’s Office.
• Responsible for onboarding for college and department policies and procedures (e.g., FTS processes, absence management, room schedule, keys, office setup).
• 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.
• Serve as a liaison to other campus entities: Office of Academic Innovation and Online Initiatives, Faculty Services, People and Culture, Registrar’s Office, Financial Aid, Bursar’s Office, ABSO, and Tower/Research Foundations.

Requirements

• 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, troubleshoot, 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; 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.

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 managing budget allocations, tracking expenses, and reconciling.
• Experience with tracking student admissions and managing student records.
• Experience in providing customer service and working in an office with complex tasks in a diverse setting.
• Technical experience with Microsoft Office (Word, Excel), PeopleSoft, CMS/FST, CFS, Data Warehouse, and email programs such as Gmail and Google Docs.
• Experience supporting procurement, travel, and personnel processes.
• Experience coordinating projects, events, and special initiatives.

Pay

Anticipated hiring range: $5,195/month - $5,736/month (Step 5 – Step 10). CSU Salary Range: $4,799/month - $6,992/month (Step 1 – Step 20).

Benefits

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.