Department Analyst

Job Summary

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 department. This incumbent works with limited supervision to provide various moderately complex analyst support to the Department Chair, faculty, and students of the Communicative Disorders & Sciences Department. The Department Analyst is responsible for the appointment of temporary faculty processing; administrative tasks associated with faculty recruitment and retention, tenure and promotion; manages and tracks the department budget; tasks associate with Academic Scheduling; tracks enrollment; hires, trains and supervises student assistants; plans department events; handles confidential information for faculty and students; and distributes information to students, faculty and the general public. This position serves 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.

Key Responsibilities

• Manage all annual department, PACE and clinic budgets with the following systems: Data Warehouse, Tower, Research, FTS, CFS, WorkDay.
• 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.
• Process travel authorizations and travel reimbursements.
• Create and process MOU requisitions and submit to contracts and purchasing and 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, and reconcile monthly to CFS (Common Financial System), Data Warehouse; develop and maintain automated systems as appropriate.
• Review and reconcile department's budgetary and financial reports with PeopleSoft and 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.
• Responsible for ensuring 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 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 department website and ensure department website is accurate and up to date.
• Maintain essential databases (ex. Students, Perspective 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 and ensure the correctness of the salary in consultation with the program director and the Dean's Office.
• Responsible for onboarding for college and department policies and procedures (i.e., FTS processes, absence management, room schedule, keys, office set up, etc).
• 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
• Continually track enrollment and enrollment trends, teaching assignments, and faculty workloads.

Knowledge, Skills & Abilities

• 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, trouble shoot 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. Must possess 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.

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 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.

Compensation

Classification: Administrative Analyst/Specialist - Non-Exempt
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)

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.

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: August 20, 2026 through September 6, 2026. This position is open until filled; however, applications received after screening has begun will be considered at the discretion of the university.

Contact Information

People and Culture
jobs@sjsu.edu

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 jobs@sjsu.edu.

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 forth in CSU Executive Order 1083 as a condition of employment. Incumbent is also required to promptly report any knowledge of a possible Title IX related incident to the Title IX Office or report any discrimination, harassment, and/or retaliation to the Office of Equal Opportunity.

Education Code 89521 Requirements: Applicants will be required to disclose whether they have received a final administrative decision or final judicial decision determining that they have committed sexual harassment within the last 7 years only after a determination is made that they meet the minimum qualifications for the position, and before an offer of employment is extended. Applicants who reach the final stages of the application process must also sign a release form that authorizes the release of information by the applicant's current and/or former employers to the CSU concerning any substantiated allegations of misconduct.

Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act and Campus Housing Fire Safety Notification:

Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the Annual Security Report (ASR) is also now available for viewing at https://www.sjsu.edu/clery/docs/SJSU-Annual-Security-Report.pdf. The ASR contains the current security and safety-related policy statements, emergency preparedness and evacuation information, crime prevention and Sexual Assault prevention information, and information about drug and alcohol prevention programming. The ASR also contains statistics of Clery crimes for San Jose State University locations for the three most recent calendar years. A paper copy of the ASR is available upon request by contacting the Office of the Clery Director by phone at 408-924-1501 or by email at clerycompliance@sjsu.edu.

Pursuant to the Higher Education Opportunity Act, the Annual Fire Safety Report (AFSR) is also available for viewing at https://www.sjsu.edu/clery/docs/SJSU-Annual-Fire-Safety-Report.pdf. The purpose of this report is to disclose statistics for fires that occurred within SJSU on-campus housing facilities for the three most recent calendar years, and to distribute fire safety policies and procedures intended to promote safety on Campus. A paper copy of the AFSR is available upon request by contacting the Housing Office by phone at 408-795-5600 or by email at uhs-frontdesk@sjsu.edu.

Campus Security Authority - In accordance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act) and CSU systemwide policy, this position is subject to ongoing review for designation as a Campus Security Authority. Individuals that are designated as Campus Security Authorities are required to immediately report Clery incidents to the institution and complete Clery Act training as determined by the university Clery Director.

Equal Employment Statement

San Jose 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 San Jose State University 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 (both on and off campus). Reasonable accommodation is made for applicants with disabilities who self-disclose. 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 forth in CSU Executive Order 1083 as a condition of employment.