Administrative Jobs in San Jose, CA (Now Hiring) — 555 open — Page 18

 

Job Summary

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.

 

Key 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’.

 

Knowledge, Skills & Abilities

• 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.

 

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 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.

 

Compensation

Classification: Administrative Analyst/Specialist – Non-Exempt
Anticipated Hiring Range: $5,736/month - $6,208/month (Step 10 – Step 14)
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: July 2, 2026 through July 26, 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

People and Culture
[email protected]

 

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 [email protected].

 

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 [email protected].

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 [email protected].

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.