Operations And Projects Analyst

Job Summary
Working under the general supervision of the Associate Vice President for Student Equity and Belonging, the Operations and Special Projects Analyst supports the coordination of administrative operations, budget and personnel processes, divisional communications, special projects, events, and assessment activities across the SEB portfolio.
The incumbent performs a variety of analytical, budgetary, and operational functions to support effective decision-making and ensure compliance with university, division, and funding-source requirements. Responsibilities include monitoring and reconciling budgets across multiple accounts and funding sources; preparing financial reports and projections, assisting managers with budget planning and resource allocation and identifying operational efficiencies.
The incumbent supports departmental communications, programs, events and special initiatives. This includes reporting of operational and assessment data, coordination of office operations, records management and preparation of reports, analyses, and recommendations that support operational effectiveness and strategic planning.

Key Responsibilities
Analyze financial resources and develop recommendations to support budget planning, resource allocation, and strategic decision-making across the Student Equity and Belonging portfolio.
Collaborate with department leaders to develop and manage annual budgets across multiple funding sources, ensuring alignment with divisional priorities and available resources.
Develop and maintain financial management processes, budget tracking tools, and reporting systems that support effective fiscal oversight, compliance, and decision-making.
Prepare and analyze financial reports, budget projections, spending trends, and fund balances; provide recommendations regarding resource allocation and fiscal planning.
Monitor and reconcile financial activity, including purchasing card transactions, accounts payable and receivable, procurement transactions, and other fiscal records, ensuring compliance with university policies, internal controls, and funding requirements.
Research and resolve financial discrepancies, conduct audits and reconciliations, and recommend corrective actions to maintain accurate records and regulatory compliance.
Prepare ad hoc reports, analyses, presentations, and other materials to support strategic planning, assessment, and executive decision-making.
Coordinate personnel transactions, recruitment activities, employee appointments, and onboarding processes in accordance with university policies and procedures.
Monitor personnel actions, position funding, vacancy status, and recruitment timelines to support workforce planning, operational continuity, and compliance requirements.
Maintain the Student Equity and Belonging operational calendar and support the coordination of departmental activities, initiatives, and administrative operations.
Serve as a liaison with Facilities Development and Operations (FD&O), Information Technology (IT), and other campus service units.
Maintain technology inventories, equipment records, departmental files, and other administrative resources in accordance with university policies and procedures.
Maintain departmental websites, digital resources, and campus-facing information to ensure accuracy, accessibility, and timely communication.
Prepare reports, summaries, dashboards, and other materials related to departmental activities.
Monitor project and event budgets, expenditures, and outcomes; identify issues and recommend adjustments to better meet objectives.
Prepare project and event documentation, status updates, reports, and recommendations to support continuous improvement and achievement of objectives.
Support the assessment practices, data collection, and continuous improvement efforts across Student Equity and Belonging departments.
Compile, analyze, and prepare assessment reports, program outcomes, dashboards, and related data to support planning, accountability, and decision-making.

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.

Knowledge, Skills & Abilities
Knowledge of or ability to quickly learn university organizational structures, administrative processes, policies, and procedures.
Knowledge of or ability to quickly learn and apply applicable federal, state, CSU, and SJSU laws, regulations, policies, and procedures.
Knowledge of or ability to quickly learn university financial, human resources, student information, and workflow management systems.
Knowledge of budgeting, financial management, and basic accounting principles.
Knowledge of project management and administrative operation