Operations and Projects Analyst

CSU Careers•San José, CA

3d•Onsite

About The Position

Working under the general supervision of the Associate Vice President for Student Equity and Belonging, the Operations and Special Projects Analyst supports the coordination of administrative operations, budget and personnel processes, divisional communications, special projects, events, and assessment activities across the SEB portfolio. The incumbent performs a variety of analytical, budgetary, and operational functions to support effective decision-making and ensure compliance with university, division, and funding-source requirements. Responsibilities include monitoring and reconciling budgets across multiple accounts and funding sources; preparing financial reports and projections, assisting managers with budget planning and resource allocation and identifying operational efficiencies. The incumbent supports departmental communications, programs, events and special initiatives. This includes reporting of operational and assessment data, coordination of office operations, records management and preparation of reports, analyses, and recommendations that support operational effectiveness and strategic planning.

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.
Knowledge of or ability to quickly learn university organizational structures, administrative processes, policies, and procedures.
Knowledge of or ability to quickly learn and apply applicable federal, state, CSU, and SJSU laws, regulations, policies, and procedures.
Knowledge of or ability to quickly learn university financial, human resources, student information, and workflow management systems.
Knowledge of budgeting, financial management, and basic accounting principles.
Knowledge of project management and administrative operations.
Demonstrated organizational, planning, and prioritization skills with the ability to manage multiple assignments and competing deadlines.
Strong oral, written, and interpersonal communication skills.
Excellent customer service, consultation, and relationship-building skills.
Proficiency with standard office software applications, including word processing, spreadsheets, database reporting tools, and presentation software.
Ability to analyze financial, operational, and administrative information and develop recommendations to support effective decision-making.
Ability to analyze operational processes, identify improvement opportunities, and develop practical solutions.
Ability to exercise sound judgment, maintain confidentiality, and appropriately handle sensitive information and communications.
Ability to work independently, take initiative, and make decisions within established guidelines.
Ability to establish and maintain effective working relationships with students, faculty, staff, administrators, and external partners from diverse backgrounds.
Ability to coordinate projects, manage multiple priorities, and achieve results in a fast-paced environment.
Ability to research, interpret, develop, implement, and evaluate policies, procedures, and administrative practices.
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.

Nice To Haves

Experience working with core office systems, calendaring, and databases.
Experience planning large events or projects.
Experience tracking multiple budgets and accounts.
Customer service experience in a higher education environment.

Responsibilities

Analyze financial resources and develop recommendations to support budget planning, resource allocation, and strategic decision-making across the Student Equity and Belonging portfolio.
Collaborate with department leaders to develop and manage annual budgets across multiple funding sources, ensuring alignment with divisional priorities and available resources.
Develop and maintain financial management processes, budget tracking tools, and reporting systems that support effective fiscal oversight, compliance, and decision-making.
Prepare and analyze financial reports, budget projections, spending trends, and fund balances; provide recommendations regarding resource allocation and fiscal planning.
Monitor and reconcile financial activity, including purchasing card transactions, accounts payable and receivable, procurement transactions, and other fiscal records, ensuring compliance with university policies, internal controls, and funding requirements.
Research and resolve financial discrepancies, conduct audits and reconciliations, and recommend corrective actions to maintain accurate records and regulatory compliance.
Prepare ad hoc reports, analyses, presentations, and other materials to support strategic planning, assessment, and executive decision-making.
Coordinate personnel transactions, recruitment activities, employee appointments, and onboarding processes in accordance with university policies and procedures.
Monitor personnel actions, position funding, vacancy status, and recruitment timelines to support workforce planning, operational continuity, and compliance requirements.
Maintain the Student Equity and Belonging operational calendar and support the coordination of departmental activities, initiatives, and administrative operations.
Serve as a liaison with Facilities Development and Operations (FD&O), Information Technology (IT), and other campus service units.
Maintain technology inventories, equipment records, departmental files, and other administrative resources in accordance with university policies and procedures.
Maintain departmental websites, digital resources, and campus-facing information to ensure accuracy, accessibility, and timely communication.
Prepare reports, summaries, dashboards, and other materials related to departmental activities.
Monitor project and event budgets, expenditures, and outcomes; identify issues and recommend adjustments to better meet objectives.
Prepare project and event documentation, status updates, reports, and recommendations to support continuous improvement and achievement of objectives.
Support the assessment practices, data collection, and continuous improvement efforts across Student Equity and Belonging departments.
Compile, analyze, and prepare assessment reports, program outcomes, dashboards, and related data to support planning, accountability, and decision-making.