Job Summary

Reporting to the Director of Resources and Operations, and receiving work lead direction from the Department Chair of Teacher Education, this position is responsible for providing work lead direction for the day-to-day operations and activities of the fast-paced department. The incumbent works with limited supervision to provide highly complex administrative analyst support to the Department Chair, faculty, students, and staff. The position is responsible for the department budget and office operations and maintaining the long-term fiscal continuity of the department and its multiple funds. The position is responsible for analysis of operations, fiscal management, faculty hire processing, planning and administration of operational systems, and recommendations to the chair and faculty regarding strategic choices and appropriate timing for department investment of resources. The position provides administrative analyst support to the chair on department scheduling, a complex process that involves coordination with units within the college and across campus. The incumbent handles confidential information for faculty and students and, in conjunction with the chair, approves and disseminates information for the MA and credential programs to students, faculty, and the general public.

Key Responsibilities

• Project annual department budget based on analysis of past and projected expenditures.
• Analyze fiscal needs and performance, set budget and allocations, and administer accounts for department programs; make monthly reports to chair.
• 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 and budgets with DRO.
• Manage financial transactions through FTS, pcard and Go card processes.
• 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 Department Chair and the Dean’s Office.
• Oversee organization and maintenance of faculty and staff files for the department.
• Provide customer services and serve as a resource for faculty, staff, students, donors, and the public on university, CCTC, graduate policies and procedures.
• Evaluate procedures and recommend improvements for all administrative functions and operations.
• Oversee the allocation and administration of department facilities and resources, including office space, telephones, supplies, computing and equipment needs.
• Plan and oversee the financial, logistical, and operational details of all department special programs, meetings and events.
• Manage and process student, faculty and department records consistent with FERPA and other federal, state, local and campus confidentiality requirements. Assists Dept. Chair and Program Coordinators in scheduling appointments.
• Provide customer services and serve as a resource for faculty, staff, students, donors, and the public on university, CCTC, graduate policies and procedures.
• Oversee the allocation and administration of department facilities and resources, including office space, telephones, supplies, computing and equipment needs.
• Plan and oversee the financial, logistical, and operational details of all department special programs, meetings and events.
• Manage and process student, faculty and department records consistent with FERPA and other federal, state, local and campus confidentiality requirements. Assists Dept. Chair and Program Coordinators in scheduling appointments.
• Provide work lead supervision for ASC and student assistants.

Knowledge, Skills & Abilities

• Knowledge of general office procedures, methods and policies. 
• Knowledge of information processing procedures, including but not limited to the use of relational databases to input data, run queries, extract reports and program new reports as needed.
• Knowledge of or ability to learn and use PeopleSoft Student Information systems.
• Ability to check and verify complex records, interpret academic documents, e.g., student transcripts.
• Ability to write correspondence, prepare standard reports and demonstrate thoroughness and accuracy in all work.
• Ability to interpret state regulations and ensure compliance to standards and regulations.
• Ability to maintain confidentiality of information.
• Excellent oral and written communication skills and a client-focused, service orientation.
• Ability to work collegially with other staff and College administrators.
• Demonstrate thoroughness and accuracy in all work.
• Ability to work collegially with other staff and College administrators.
• Ability to take initiative and independently plan, organize, coordinate, and perform work in various situations where numerous and diverse demands are involved.
• Ability to maintain confidentiality and appropriately handle sensitive communications with employees, students, faculty, department chair and administrators.
• Ability to manage multiple significant projects simultaneously in a highly organized and detail-oriented manner.
• 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

• Experience working with software programs such Zoom, MS Office, OnBase, Adobe, and DocuSign.
• Experience working with PeopleSoft, course scheduling, faculty appointments, and other Faculty Services/University Personnel procedures.
• Demonstrated experience in preparing and reconciling budgets and/or financial documents and budget management.
• Higher education experience in one or more of the following: accounting, finance, business, academic planning, program support, or support services.
• Two (2) years of progressively responsible administrative work experience.
• Experience with database management and administrative support.

Compensation

Classification: Administrative Analyst/Specialist – Non-Exempt
Anticipated Hiring Range: $5,000/month - $5,899/month
CSU Salary Range: $3,879/month - $7,488/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: September 23, 2025 through October 7, 2025. 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
jobs@sjsu.edu
408-924-2252

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 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. 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.

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 José 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 José 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 José 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 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.