Department Analyst

About the Role

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. The incumbent provides moderately complex analyst support to the Department Chair, faculty, and students, working with limited supervision. This role serves as a liaison to various campus entities, including the 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.

Responsibilities

• Manage all annual department, PACE, and clinic budgets using systems such as Data Warehouse, Tower, Research, FTS, CFS, and WorkDay.
• Project annual program budgets based on enrollment analysis and past/projected expenditures.
• Process travel authorizations, reimbursements, MOU requisitions, and maintain tracking spreadsheets.
• Maintain financial databases for clients, manage payment methods, and reconcile monthly budget records with CFS and Data Warehouse.
• Review and reconcile budgetary and financial reports with PeopleSoft; prepare fund transfers and HR adjustments.
• 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 for RTAs, split funds, assigned time, and grants.
• Oversee allocation and administration of department facilities and resources, including office space, supplies, computers, and equipment.
• Provide customer service and serve as a resource on university, CCTC, and graduate policies and procedures.
• Evaluate and recommend improvements for administrative functions and operations.
• Hire, supervise, and distribute work for student assistants and work-study students.
• Screen and schedule appointments for the department chair.
• Manage department inventory of office supplies and equipment.
• Serve as a resource on university policies and procedures for faculty, staff, students, and the public.
• Update and maintain the department website, ensuring accuracy.
• Maintain essential databases (e.g., students, prospective students, faculty).
• Manage admissions and coordinate with GAPE evaluators and data personnel.
• Handle all temporary faculty, visiting scholars, and student worker appointments.
• Manage CHRS processes and prepare appointment/reappointment paperwork for temporary faculty, visiting scholars, and volunteers.
• Oversee onboarding for college and department policies and procedures (e.g., FTS processes, absence management, room scheduling).
• Organize and maintain faculty and staff files.
• Maintain accurate records for assigned time and faculty workloads.
• Enter academic schedules into PeopleSoft and process all adds, changes, and updates.
• Assign rooms, track enrollment trends, teaching assignments, and faculty workloads.

Requirements

• Thorough knowledge of administrative methods, procedures, and practices; proficiency in English grammar, business writing, punctuation, and spelling.
• Ability to compose and format correspondence and reports.
• Expertise in using office software (word processing, spreadsheet, database management), technology, and systems.
• Ability to perform accurately in a detail-oriented environment.
• Ability to plan, prioritize multiple work tasks, troubleshoot, and organize projects.
• Ability to maintain confidentiality and handle sensitive communications appropriately.
• Ability to quickly learn and apply state, federal, CSU, and SJSU policies and procedures.
• Ability to analyze administrative routines and tasks for projects.
• Ability to analyze and report on financial and operational trends using historical data.
• Strong oral communication skills and excellent customer service/public relations abilities.
• Ability to understand problems from a broader perspective and anticipate impacts on other areas.
• Ability to perform business math, analyze budgetary data, and make accurate projections.
• General awareness of emerging technologies, including AI, and willingness to develop skills in their ethical use in higher education.
• Ability to communicate professionally and respectfully with constituents.

Qualifications

• Required: A bachelor's degree and/or equivalent training. Administrative work experience involving study, analysis, and evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs.
• Preferred:
  • Bachelor’s Degree.
  • Experience managing budget allocations, tracking expenses, and reconciling.
  • Experience tracking student admissions and managing student records.
  • Experience providing customer service in a complex, diverse office setting.
  • Technical experience with Microsoft Office (Word, Excel), PeopleSoft, CMS/FST, CFS, Data Warehouse, and email programs (e.g., Gmail, 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.