Administrative Analyst

California, United States
Salary Not Specified
Nov 10, 2020
Employment Level
Employment Type
Full Time

Job Summary

Reporting to the Department Chair, this position independently provides highly complex administrative support to the Department Chair, faculty, students and staff in the Communication Studies department. The position is responsible for the department budget and office operations, maintaining the long term fiscal continuity of the department and its multiple funds which currently include: CSU Operating Fund ($4.8M), SSETF ($67,251), CERF ($150K),Endowments ($597K), Tower Accounts ($70K).The Administrative Analyst is responsible for analysis of operations, fiscal management, planning and administration of operational systems, and recommendations to the Chair and faculty regarding strategic decisions and appropriate timing for department investment of resources. Responsibilities also Include overseeing day to day administrative departmental operations and providing work lead/direction to others.

The Communication Studies department has 819 majors, 17 tenured/tenure track faculty, approximately 40-50 temporary faculty and 15 Teaching Associates. The department is responsible for the GE oral communication classes for the entire university. We have approximately 85-95 lower division GE sections generating approximately 900 FTES/semester. Communication Studies is a very complex department consisting of a graduate program, graduate teaching associate program, a Communication Center program, Performance Studies program (Califia), Study Abroad program, an Intercollegiate Forensics program, and an Internship program.

Key Responsibilities

  • Office administration.
  • Project annual department budget based on analysis of past and projected expenditures.
  • Analyze fiscal needs, set budget and allocations, administer accounts for department programs and labs.
  • Research information available through the Office of Institutional Effectiveness and Analytics, to evaluate past performance (for example, FTES, bottleneck courses, etc.) and shape future decisions regarding staffing and course scheduling.
  • Assess, evaluate, and formulate, with department chair, the impact of assigned time to college recommendations.
  • Analyze department needs and make necessary annual purchasing plans for supplies, equipment, professional development etc.
  • Analyze department fiscal performance and status of department activities and draft regular reports to chair and faculty as required.
  • Develop and maintain detailed budget records and spreadsheets on all departmental accounts, and reconcile to CFS (Common Financial System) as appropriate.
  • Review and make recommendations regarding department endowment accounts and expenditures.
  • Develop and maintain systems to update and track fiscal Information.
  • Administer revenues and expenditures from all department fiscal resources; plan, analyze, evaluate and administer all associated budgets.
  • Analyze enrollment planning data to assure scheduling, faculty appointments, and budget are all in alignment.
  • Provide training to administrative staff to improve work flow and operations of department.
  • Serve as a resource for faculty, staff, students and the public on university policies and procedures.
  • Serve as resource for Faculty Affairs procedures regarding temporary faculty work assignments and faculty leave requests.
  • Plan, organize, and coordinate all operational aspects of the faculty recruitment processes.
  • Responsible for the temporary faculty appointment process, and temp pool management, assuring the department maintains accurate and compliant.
  • Interpret and apply university policies and procedures regarding work order in hiring new temp faculty.
  • Mentor new faculty on university policies and procedures, as well as on office procedures.
  • Assist the department chair and program coordinators in preparing the schedule of classes and assigning classrooms.

Knowledge, Skills & Abilities

  • Ability to analyze budgetary data, conduct preliminary analyses, and make accurate projections using business mathematics and basic statistical techniques.
  • Ability to develop and design databases and create related reports.
  • Strong oral and written communication skills.
  • Ability to compose and appropriately format correspondence and reports with a working knowledge of common computer applications: Microsoft Suite (Microsoft Word, Microsoft Excel, etc.) and GSuite (Google Team Drive, Google Forms, Google Sheets, etc.)
  • Knowledge of SJSU financial processes.
  • Thorough knowledge of PeopleSoft: CFS, PeopleSoft, Data Warehouse, and FTS.
  • Knowledge of Research and Tower Foundation financial processes.
  • Ability to extract and analyze data and reports from all SJSU financial systems.
  • Ability to analyze enrollment planning data and create reports.
  • Ability to handle multiple tasks, organize work and Independently set priorities.
  • Knowledge of faculty recruitment, appointment and evaluation procedures for temporary and permanent faculty.
  • Ability to gather and analyze salary data and make recommendations for hiring salary levels.
  • Knowledge of RTP processes and deadlines.
  • Ability to work with faculty to obtain appropriate documents for appointments and evaluations.
  • Knowledge of PeopleSoft Oracle to enter faculty contracts, and obtain faculty and student data.
  • Ability to analyze available space and make permanent and temporary faculty office assignment recommendations.
  • Knowledge of scheduling and curriculum processes.
  • Thorough knowledge of scheduling PeopleSoft: Oracle software.
  • Thorough knowledge of classroom/lab needs for each course and faculty needs as related to classrooms.
  • Ability to analyze room usage needs and to request appropriate classrooms and labs for course offering on a semester by semester basis.
  • Ability to work in an environment with constant Interruptions.
  • Ability to work within a diverse environment.
  • Ability to work with campus organizations and outside vendors to plan, organize and execute events.
  • Ability to use appropriate software in development of event programs, flyers, announcements and department publications.
  • Ability to update the department website using appropriate web software.
  • Knowledge of the hiring process for student assistants, ISAs and GAs.
  • Ability to provide work lead direction and train others to assure their understanding of work assignments.

Required Qualifications

  • Bachelor's degree and/or equivalent training
  • Two years of administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs

Preferred Qualifications

  • BA in Finance or related field
  • Experience with PeopleSoft Finance and HR
  • Experience with budget allocation processes
  • Demonstrated general knowledge of CSU accounting procedures and the CSU budget allocation methodology
  • Demonstrated expertise in using advanced analytical tools including Excel (formulas and macros), Google Sheets and creating SQL queries


Classification: Administrative Analyst/Specialist – Exempt I
Hiring Range: $3,897/month - $7,051/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: November 10, 2020 through November 24, 2020 . This position is open until filled; however, applications received after screening has begun will be considered at the discretion of the university.

Contact Information

University Personnel

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.


All San José 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.

Equal Employment Statement

San José State University (SJSU) is an Equal Opportunity/Affirmative Action employer committed to nondiscrimination on the basis of age, ancestry, citizenship status, color, creed, disability, ethnicity, gender, genetic information, marital status, medical condition, national origin, race, religion or lack thereof, sex, sexual orientation, transgender, or protected veteran status consistent with applicable federal and state laws. This policy applies to all SJSU students, faculty and staff 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).

Advertised: November 10, 2020 (9:00 AM) Pacific Standard Time
Applications close:

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