Administrative Analyst

Job Summary

The College of Engineering is seeking an Administrative Analyst to join the team in the department of Industrial Systems Engineering! Reporting to the Director of Resources and Operations, and receiving Work Lead direction from the Program Director, the Department Analyst will be primarily responsible for providing administrative and analytical support in the areas of budget analysis, coordination of fiscal resources, personnel/human resources, academics and course scheduling, health and safety, office administration, and communication for the assigned department. This position performs a full range of clerical and administrative duties to support employees and students. The Department Analyst will provide back-up support to other department(s) as assigned, and will serve as an on-site supervisor to student employees. The work schedule is Monday-Friday 8am-5pm, and requires on-site presence.

Key Responsibilities

• Project annual budgets for department(s) based on analysis of past and projected expenditures to set allocations and administers accounts for department(s) offices, classrooms, labs, and programs.
• Analyze needs of department(s) and make necessary purchasing plans for supplies, business stationery, equipment, professional development, services, catering, hospitality, promotional items, etc.
• Collect, review, and log student timesheets; Track monthly student support usage and analyze data to ensure compliance with student employee budget allocations for various accounts and funding sources.
• Assist with the onboarding and offboarding of new employees, including faculty/lecturers, chairs/directors, staff, and student employees.
• Plan and administer all aspects of tenure-track faculty, and lecturer recruitment processes, including advertising, creating application reports, phone interviews, site visits, and recruitment reports.
• Provide oversight and process hiring appointment and reappointment documents for temporary faculty to ensure accuracy and compliance with hiring policies, in consultation with the Dean's office and Department Chair(s)/Program Director(s).
• Process and complete all aspects of recruitment and hiring for student employment positions (i.e., Teaching Associates (TA), Instructional Student Assistants (ISA), and Student Assistants (SA)), including creating and maintaining Handshake postings, reviewing application materials, coordinating and conducting interviews, and facilitating the hiring and onboarding process.
• Train new student assistants and provide direct supervision to student assistants, including coordinating monthly schedules and workflow, and updating written training materials.
• Manage the class scheduling process for regular academic terms and intersession(s), including schedule changes, additions, cancellations.
• Collect, review and analyze course syllabi to ensure compliance to university and department policies, course level information, and accessibility features.
• Collect, maintain, and prepare curriculum and assessment related materials, including Program Assessment (ABET, WASC) documents and records.
• Provide general operational support for the designated department(s).
• Prepare documents and reports as requested by Department Chair(s)/Program Director(s), Faculty, and Dean’s Office.
• Address concerns, answer questions, and provide guidance from/for faculty, staff, students, prospective students, alumni, industry professionals, and the general public.

Knowledge, Skills & Abilities

• Strong oral and written communication skills.
• Demonstrated knowledge of English grammar, business writing, punctuation and spelling; ability to compose and appropriately format correspondence, presentations, and reports.
• Excellent organizational and coordination skills.
• Detail-oriented, multi-tasker with the ability to perform accurately.
• Ability to quickly learn and apply a variety of state, federal, CSU, and SJSU policies and procedures.
• Ability to perform business math, analyze salary data, calculate ratios and percentages, track financial data, and make accurate projections
• Working experience of Google Apps and Microsoft Office software.
• Ability to track, analyze and summarize data using spreadsheets.
• Working knowledge of data analysis tools and electronic forms.
• Ability to make presentations; mastery of social media; experience in web editing and web applications.
• Ability to schedule, coordinate, and guide work of student employees.
• Ability to work as part of a team, and handle multiple work unit priorities and projects.
• Ability to effectively establish and maintain cooperative and positive working relationships.
• Ability to work with a diverse population, including students and faculty.
• Ability to maintain confidentiality and appropriately handle sensitive situations.
• Ability to work in a fast-paced educational, community service, or customer service environment.
• Demonstrated ability to learn, adapt to, and apply artificial intelligence and other emerging technologies.

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

• Bachelor’s degree.
• Experience working in a higher education environment.
• Three years of progressively responsible administrative support work experience.
• Experience with Microsoft Office, Google Suite, PeopleSoft, Calendaring, Zoom, and DocuSign.

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.

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: May 20, 2026 through June 3, 2026. 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.

Education Code 89521 Requirements: Applicants will be required to disclose whether they have received a final administrative decision or final judicial decision determining that they have committed sexual harassment within the last 7 years only after a determination is made that they meet the minimum qualifications for the position, and before an offer of employment is extended. Applicants who reach the final stages of the application process must also sign a release form that authorizes the release of information by the applicant’s current and/or former employers to the CSU concerning any substantiated allegations of misconduct.

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.