Department Analyst

San José State University•San Jose, CA

2d•$5,195 - $5,736

About The Position

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.

Requirements

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.

Nice To Haves

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.

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.