SPEAKS Program Analyst

San José State University•San Jose, CA

3d•$5,736 - $6,208•Onsite

About The Position

Reports to the Director of Resources and Operations and receive daily direction from the SPEAKS Program Director in the Department of Communicative Disorders & Sciences and provides various analyst support services to the Program Director, Department Chair, faculty, and students for the M.S. Speech Language Pathology program. The SPEAKS Program Analyst works with limited supervision to provide highly complex administrative analyst support and is responsible for the appointment of temporary faculty, administrative tasks associated with faculty recruitment and evaluation, managing and tracking program expenses and budget, program class scheduling, tracking enrollment, planning department events, handling of confidential information for faculty and students, and distributing program 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, University Personnel, 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.
Thorough detailed knowledge of methods, procedures, operations, and department, college, and university policies and infrastructure.
Thorough knowledge of software applications and office systems; word processing, spreadsheet, database management, technology, and other relevant systems.
Ability to effectively use campus software to review student documentation and track advisement materials for advisors and director.
Strong oral and written communication skills.
Must possess excellent customer service and public relation skills.
Ability to handle multiple work priorities, organize and plan work and projects.
Ability to perform accurately in a detailed work environment independently as well as in coordination with other office staff.
Ability to analyze operations and procedures and recommend and evaluate proposed solutions.
Ability to understand problems from a multi-faceted perspective and anticipate challenges of office administration in other areas of workflow.
Ability to perform basic financial math, track financial data, and evaluate status of finances in coordination with department admin.
Ability to quickly learn and apply a variety of state, federal, CSU and SJSU policies and procedures.
Ability to maintain confidentiality and appropriately handle sensitive communications with students, faculty, staff, visitors, and other entities on campus and in the community.
Ability to compose and appropriately format correspondence and email; English grammar, business writing, punctuation and spelling.
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

Bachelor’s Degree.
Experience with tracking expenses and managing budget allocations.
Experience with tracking student admissions and managing student records.
Experience in providing customer service.
Administrative experience 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.

Responsibilities

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.
Analyze fiscal needs and performance, set budget and allocations, and administer accounts for program; produce monthly reports for the program director.
Analyze department needs and make annual purchasing plans for supplies, equipment, professional development allocations, etc.
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.
Responsible for running monthly budget reports - LCD, Account period Paid, Monthly Paycheck Report, Setup audit, Job Period Paid.
Run monthly reports; LCDE Set up Audit, Account Period Paid, Monthly Paycheck.
Compile and analyze department expenditure data and respond to budget inquiries and related problems in order to provide assistance in resolving budget issues.
Reconcile department allocations, IFTs, special funding, and budgets with DRO.
Track and project salaries for faculty, staff and student workers across each fiscal year.
Manage financial transactions, Pcard, and GoCard through Concur, CSUBuy, FTS, and all financial services.
Supervise all operational aspects of the faculty recruitment processes.
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 and ensure the correctness of the salary in consultation with the program director and the Dean’s Office.
Oversee organization and maintenance of faculty and staff files for the program.
Ensure efficiency of all department personnel evaluation procedures, including RTP, SOTE administration, and annual temporary faculty evaluations and make recommendations for operational policy improvements.
Maintains confidential documents responsibly.
Maintain accurate records for assigned time and faculty workloads.
Maintain working files and other employment documents for program faculty.
Coordinate, oversee, communicate, and perform all administrative program operational duties for program director
Provide customer service and serve as a resource for faculty, staff, students, donors, and the public on university, CCTC, and graduate policies and procedures.
Oversee the allocation and administration of program resources, including office supplies, phone numbers, computing and equipment needs.
Serve as back-up for other department staff, as needed.
Address concerns and problem solve before they escalate to the program director and/or Dean’s Office.
Manage and process student, faculty and department records consistent with FERPA and other federal, state, local and campus confidentiality requirements.
Work with the DRO and Associate Resource Analyst to ensure faculty hires, budget, and enrollment policies and procedures are followed.
Plan and oversee the financial, logistical, and operational details for Coordinates special events and projects such as conferences, workshops, graduation, program professional development activities, and student/faculty activities.
In collaboration with the program director, develop reports to support enrollment analysis and students success
Coordinate processes for entering class schedules into university software and processing any changes or corrections.
Coordinate the maintenance and preparation of student records and recommend ways to streamline processes.
Analyze student data via PeopleSoft, WebAdmit, SAMI Gateway, and Spartan Connect to project scheduling needs and identify students who are eligible for graduation or potentially ‘at risk’.