The Operations Analyst in the Academic Scheduling and Space Management (AS&SM) unit serves as expert in the planning, implementation, and execution of all unit operations in consultation with the Associate Director. They are responsible to assist the Associate Director in the effective planning and execution of unit operations from regular and special session class schedule production through registration and enrollment as well as classroom management and utilization. The OA supports enrollment management by supporting the system management of Ad Astra Monitor-Align-Predict (MAP). They plan and offer regular basic training sessions in consultation with their colleagues and educate key stakeholders about AS&SM operations. The OA helps ensure that the unit provides high-quality communications customer service to all stakeholders.
- Recommend, create, and implement long and short-term plan goals and operational plans, including recommending processes, updating Omni CMS websites and Google Sites, and developing communication strategies and plans
- Collaborate with the Registrar and Bursar’s offices to set up PeopleSoft settings related to self-support course offerings that adhere to the appropriate policies (dynamic dates, item types, etc.)
- Identify and implement strategies to assist the division, colleges and departments to effectively understand course enrollment and academic space utilization trends to improve effective operations, student retention and graduation rates, and student success
- Maintain the schedule balancing tool, Ad Astra Monitor-Align-Predict (MAP), an integral component of SJSU’s enrollment management strategy
- Develop, sustain, and lead the training sessions, manuals, and documentation for AS&SM, including academic scheduling, space, and any software/technology products managed by the unit
- Participate and contribute to a variety of campus groups and teams, e.g. Academic Scheduling User Group (ASUG), Academic Strategic Space, Scheduling, and Enrollment Team (ASSSET), and the Ad Astra MAP Core Team
- Lead the development of academic year calendars in consultation with federal, state, CSU-wide, and campus policies; and present them to the Academic Calendar Working Group, who will support in ensuring their accuracy
- Serve as a strategic and operational advisor to the Associate Director setting operational structures for AS&SM
- Liaise with the key stakeholders to understand workflow issues and recommend new strategies to develop and implement processes that will improve workflow integration between the various campus units
Knowledge, Skills & Abilities
- Knowledge of campus data sources and definitions, e.g., ERS, PeopleSoft, Salesforce/Pardot, G-Suite, Qualtrics, Zoom
- Knowledge of FERPA and other relevant data privacy policies and practices
- Knowledge of current and best practices in student registration policies and procedure
- Ability to develop techniques for handling a large variety of detailed data and ability to analyze these data sets
- Ability to produce well-formatted, easy-to-read data reports and analyses, including tables and graphs, in Excel, Tableau, or other data tools
- Ability to participate and deliver on data-driven planning and decision-making through collaboration with both internal and external stakeholders
- Expertise in investigating and analyzing problems with a broad administrative impact and implications
- Excellent communication, public relation and customer service skills with an emphasis on problem solving and resolution
- Excellent organizational and planning skills with attention to detail and follow-through
- Ability to maintain strategic partnerships
- Ability to communicate with constituents in a professional and respectful manner
- Bachelor's degree and/or equivalent training
- Four years of administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs
- Four years of experience working in higher education
- Two years of experience with the schedule of classes production
- Proven track record of building partnerships, trust and developing strong working relationships
- Experience communicating/interacting with a variety of stakeholders using excellent written and oral communication skills (as evidenced by their application)
Classification: Administrative Analyst Specialist-Exempt II
Anticipated Hiring Range: $5,446/month - $6,259/month
CSU Salary Range: $5,022/month - $9,083/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.
Click Apply Now to complete the SJSU Online Employment Application and attach the following documents:
- Letter of Interest
All applicants must apply within the specified application period: January 17, 2024 through February 4, 2024. This position is open until filled; however, applications received after screening has begun will be considered at the discretion of the university.
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 firstname.lastname@example.org.
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.
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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 email@example.com.
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 firstname.lastname@example.org.
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 (SJSU) is an Equal Opportunity/Affirmative Action employer committed to nondiscrimination on the basis of age, ancestry, citizenship status, color, creed, disability, ethnicity, gender, genetic information, marital status, medical condition, national origin, race, religion or lack thereof, sex, sexual orientation, transgender, or protected veteran status consistent with applicable federal and state laws. This policy applies to all SJSU students, faculty and staff 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).