Administrative Analyst, School of Management

Administrative Analyst, School of Management Apply now Job no: 555883 Work type: Staff Location: San José Categories: Unit 9 - CSUEU - Technical Support Services, Administrative, Probationary, Full Time, On-site (work in-person at business location) The Lucas College and Graduate School of Business (LCoB) at San Jose State University is the institution of opportunity for Silicon Valley, providing dynamic business education programs and innovative applied research opportunities to people of all aged and background. By supporting a culture of continuous improvement, the Lucas College of Business empowers individuals to transform their lives through the pursuit of relevant professional development. Reporting to the Director of Resources and Operations, with work lead from the Director of School of Management (SOM), in the Lucas College and Graduate School of Business, the School of Management Admin Analyst independently provides a broad range of administrative, technical and analytical duties of moderate to high complexity. The incumbent is responsible for administrating the paperwork for School of Management budget, financial, personnel tracking/hiring, academic course scheduling, and special and general activities of the School. This position manages the day-to-day operation of the School of Management and trains, coordinates and oversees the staff and student assistants, as applicable. Additionally, this position provides administrative support to the School Director as requested by the Director. Key Responsibilities Prepare and process all appointment documentation for faculty (via Common Human Resource Services (CHRS)), applying University Personnel-Faculty Services (UP-FS) appointment guidelines. Includes collection of all appointment documents collected outside of CHRS. Generate all temporary faculty appointments each semester. Edit temporary faculty appointment documentation throughout semester due to changes in School of Management’s schedule, such as addition or deletion of courses, or faculty changes. Generate all Winter and Summer session appointments via appropriate form, currently via UP-FS Additional Work Unity forms. For Winter Intersession, monitor enrollment to communicate to College of Professional and Global Education (CPGE) for appropriate faculty pay based on salary schedule (using rank and course student enrollment). Supervise the Annual Evaluation process for all temporary faculty, potentially including scheduling and recording the Director’s assigned faculty peer evaluations. Use eFaculty to create cases for each temporary faculty. Review each faculty case submission. Lead faculty recruitment process for both Tenure-Track and Temporary faculty ensuring that University Personnel/Faculty Services recruitment guidelines are met. Also, includes arranging all travel itineraries/schedules for all faculty and on-campus interviewees. Support given by SOM ASC. Analyze established School of Management processes for continuous improvement to benefit the faculty, staff and students. Develop or coordinate the academic year, summer and winter course schedules in collaboration with the School Director implementing University Academic Scheduling Department procedures. Work with the Lucas Graduate School Associate Dean, Directors, and Analyst for graduate course scheduling. Perform all edits during Academic Scheduling Department led scheduling rounds prior to start of term and also throughout the term. Enter individual faculty assigned time into APDB Assigned Time Data Entry System for review by School Director, Interim Director of Resources and Operations, and approval by Associate Dean of Undergraduate Programs. Maintain, run and create numerous reports. Run SJSU Labor Distribution reports on monthly basis in View email address on click.appcast.io. (‘Labor Cost Distribution (LCD) Setup Audit’ and ‘LCD Monthly Paycheck Report’). Run other reports such as Enrollment, WTU tracking, Unaccommodated Demand, Entitlement and Assigned Time, as needed. Respond to inquiries from faculty, staff and students, regarding School of Management procedures, academic schedules, registration and University policies and procedures. Ensures students are assisted with add/drop forms, petitions, Enrollment Services procedures, and registration information by the SOM Administrative Coordinator and serve as backup. Serve as Work Lead to the SOM Administrative Support Coordinator (ASC) and Student Assistant(s). Serve as backup to SOM Administrative Support Coordinator tasks when needed. Monitor School of Management’s funds and reconcile all expenses reported in Finance and Business Services Tools (CFS - Data Warehouse, Common Finance System (CFS) and Financial Transaction Services (FTS) and CSUBuy) utilizing Excel and google sheets. Report balances to School Director regularly. Audit, oversee, track, and analyze all budgets and accounts including Operating Fund, PACE, and the School’s Tower and Research Foundation accounts. Analyze monthly payroll expenditures utilizing SJSU Labor Distribution reports and process appropriate revisions and collaborate with the Lucas College of Business Dean's Office Resource Team. In collaboration with LCoB Resource Team, process faculty funding splits via employee profile to Finance Dept. Forecast budget for all accounts to advise School Director on use of individual funds to support future expenditures. Identify and troubleshoot purchasing, accounts payable and budget issues completed by SOM ASC. Oversee all School purchases including purchase requisitions, direct pays, and expense claims (Travel, Research & Development Grant, Tower Foundation, Research Foundation or other approved fund grants). In absence of ASC, interact with purchasing and accounts payable to manage all requests complying with State budgetary regulations. Assist new School faculty with relocating procedures, by means of Lucas College of Business and University policies, when appropriate. Also, disseminate the School of Management, college and university procedures to these faculty. Knowledge, Skills & Abilities Demonstrates ability to provide high level customer service to students, faculty and staff. Demonstrated ability to work cooperatively and professionally with others. Demonstrated ability to establish and maintain effective working relationships within and outside the work group. Ability to learn, interpret, and apply a wide variety of state, federal, CSU, and SJSU policies and procedures related to human resources. Working knowledge of accounting structure and expense accounts. Ability to analyze data and make accurate projections using business mathematics and basic statistical techniques. Working knowledge of financial software to extract information and understand interactions between various funds and accounts. Ability to monitor computerized accounting records and to research and correct computer data errors. Ability to compile, write, and present reports related to school’s budgets. Proficient in SJSU applications: (e.g. Financial Transaction Services (FTS), CSUBuy, Common Finance System (CFS), View email address on click.appcast.io, MySJSU, eFaculty or current software applications). Proficient in PC compatible software programs such Zoom, MS Office, OnBase and DocuSign. Proficient in SJSU applications: MySJSU or current software application. Ability to perform accurately in a detail-oriented environment. Ability to handle multiple work priorities, organize and plan work and projects. Ability to maintain confidentiality and appropriately handle sensitive communications with employees and external agencies. 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 in programs such Zoom, MS Office, OnBase and DocuSign. Experience working with PeopleSoft, course scheduling, faculty appointments, and other Faculty. Services/University Personnel procedures. Demonstrated experience with customer service and ability to work well with faculty, staff, students, and external constituents. Demonstrated experience in preparing and reconciling budgets and/or financial documents. Compensation Classification: Administrative Analyst/Specialist – Non-Exempt Anticipated Hiring Range: $5,405/month - $5,736/month (Step 7 – Step 10) CSU Salary Range: $4,799/month - $6,992/month (Step 1 – Step 20) 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. All applicants must apply within the specified application period: March 17, 2026 through March 31, 2026 . This position is open until filled; however, applications received after screening has begun will be considered at the discretion of the university. 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 and questions may be sent View email address on click.appcast.io . 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 Officeor 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 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 View phone number on click.appcast.io or by email View email address on click.appcast.io . Pursuant to the Higher Education Opportunity Act, the Annual Fire Safety Report (AFSR) is also available for viewing at . 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 View phone number on click.appcast.io or by email View email address on click.appcast.io . 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. Advertised: Mar 17 2026 Pacific Daylight Time Applications close: #J-18808-Ljbffr Opt For Healthy Living