Operations Analyst

About the Position

Please Note: Review of applications will begin on December 3, 2025.

The Dean of the College of Science serves as the chief academic and administrative officer of the college and is responsible for all operations related to instruction, academic planning, faculty and staff support, budget and resource management, and community and industry engagement. The Dean’s Office provides leadership and coordination for the college’s academic departments, centers, and programs, advancing excellence in teaching, research, and service.

Under the direction of the Dean, the Operation Analyst (Administrative Analyst/Specialist, Exempt I) provides complex analytical, administrative, and operational support to ensure the effective functioning of the College of Science. This position plays a key role in coordinating college-wide operations, serving as a central resource for academic personnel processes, facilities management, space and equipment planning, and compliance with university and CSU policies.

The Operational Analyst independently manages and evaluates multiple operational systems and processes, including managing complex personnel processes. This includes appointments, contracts, and recruitments, tracking faculty assignments and reassigned time, and maintaining accurate data in coordination with budget, HR, and academic offices. This position oversees facilities projects for the College of Science and acts as the primary liaison between the Dean’s Office, departments, and key campus partners such as Academic Affairs, Human Resources, Facilities, and Information Technology. This role requires interpreting policy, analyzing data, developing efficient administrative workflows, and advising leadership on procedural and operational matters.

The position demands sound judgment, a high degree of initiative, and strong problem-solving and communication skills. The Operational Analyst must balance daily operational needs with long-term strategic planning, ensuring that the College’s infrastructure, personnel processes, and administrative systems support its mission of excellence in teaching, research, and service.

Responsibilities

Operational Oversight

• Serve as the primary liaison between faculty, staff, Facilities Management, and Information Technology to coordinate building operations, lab and classroom renovations, and office relocations. Develop and manage project schedules, coordinate multiple parties, and ensure projects are completed efficiently with minimal disruption to instruction or research.
• Evaluate and prepare work requests and project proposals for non-maintenance items such as construction projects, signage, and key or lock changes.
• Oversee building access, security systems, and environmental controls for the College, including alarm systems, video surveillance, and temperature controls in specialized research facilities (e.g., the Vivarium). Monitor functionality, coordinate maintenance, and liaise with University Police and Facilities on safety and security issues.
• Track and manage equipment acquisitions, coordinate vendor relations, and oversee delivery, installation, and maintenance of specialized instructional and research equipment.
• Maintain detailed tracking and follow-up on all facilities and equipment requests, ensuring timely communication and problem resolution. Provide regular updates to the Dean’s Office and department leadership on progress and issues.
• Communicate building outages, maintenance schedules, and other facilities updates to faculty, staff, and students, ensuring operational continuity across the College.

Faculty and Academic Operations Support

• Prepare temporary faculty contracts (tenure-track, lecturer, and temporary faculty) for each term, including Summer when applicable, ensuring accuracy of all appointment details (including but not limited to, appointment type, entitlement, workload detail, and pay).
• Track, maintain, reconcile records, and report on all faculty workload, including reassigned time, ensuring timely and accurate recording into the Instructor Term Workload module (or other specified system) each term. Collaborate with University extension to review and confirm faculty workload, timebase, and compensation for self-support and intersession teaching.
• Coordinate and track all faculty recruitment activities for the College, working closely with Academic Affairs and departmental search committees to ensure timely submission of requisitions, approvals, and onboarding documentation.
• Support faculty evaluation processes, including retention, tenure, and post-tenure reviews. Develop timelines, communicate requirements, monitor dossier submissions, and coordinate correspondence on behalf of the Dean.
• Coordinate faculty governance activities, including College elections, in partnership with the Academic Senate office. Ensure accuracy and transparency in nomination, voting, and reporting processes.
• Maintain current knowledge of CSU and University policies, Academic Senate bylaws, and faculty union agreements; interpret and apply these in College-level practices and advise department chairs accordingly.
• Process faculty travel requests and reimbursements at the College level, identify and correct errors, and liaise between departments and university offices to ensure compliance and timely reimbursement.

Human Resources and Payroll Support

• Manage College-level payroll coordination, collecting and reviewing inputs from departments and ensuring accurate processing with Payroll Services.
• Prepare, initiate, submit, and update data, status, and paperwork for appointments, leaves, pay rate changes, reclassifications, separations, appointment status changes, and other HR-related processes requiring the College’s attention and effort. Examples of more specific duties within this broad set of responsibilities, include (but are not limited to) reporting absence on behalf of employees on leave; initiate clearance procedure for separating employees, creating recruitment requests (student, faculty, and staff) while coordinating with search committees (if applicable); initiating student appointments an ensuring all aspects are covered (e.g. job posting, verifying eligibility, onboarding, SEAF preparation, FTE distributions, etc); preparation of new recruitments and postings (of all kinds); remind college personnel of all kinds about matters requiring their attention; and more.
• Collaborate with the College Budget Analyst to reconcile HR data with payroll, labor costs, and other financial data requiring reconciliation with the general ledger.
• Liaise with the Office of Academic Affairs (“Academic Affairs”) and the Office of Payroll and Human Resources (“HR”) to see that all requisite HR and Academic Affairs personnel processes are followed and executed in a timely fashion (i.e. timely submission of eFAFs, PTRs and SEAFs for the college as needed; ensure accuracy of action reason codes for all personnel transactions.).Monitor compliance with the 125% rule for faculty, appointment limits for temporary employees, hourly limits for student employees, and any other rule, process, or procedure requiring routine checks to ensure correct execution and follow-through.
• Conduct college-wide trainings for staff specifically addressing, and tailored to, college operational needs in this area.
• Review and process PeopleSoft employee listings, create requisitions and position numbers. Track position numbers, applicant and employee IDs, and maintain accurate employment records for the College.
• Coordinate Teaching Assistant appointments and other student employment processes in collaboration with graduate programs and Academic Affairs.
• Track and process appointments for volunteers, adjuncts, and special consultants, ensuring compliance with university and HR requirements.

General Support

• Participate in Dean’s Office and College meetings; provide input on operational planning, process improvement, and policy implementation.
• Support College-level reporting, data tracking, and special projects as assigned by the Dean or Associate Deans.
• Maintain collaborative working relationships with department staff and other university offices to ensure consistent and efficient College operations.

Minimum Qualifications

• Entry to this classification requires general knowledge and skills in the applicable administrative and/or program field with a foundational knowledge of public administration principles, practices, and methods. This foundation would normally be obtained through a bachelor's degree and/or equivalent training and administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs.

Required Qualifications

Knowledge, Skills, and Abilities

• Comprehensive knowledge of university organizational structure, policies, and procedures, including those related to academic personnel, budgeting, facilities, and administrative operations.
• Thorough understanding of applicable collective bargaining agreements, CSU and state regulations, and campus procedures governing faculty recruitment, appointments, and workload.
• Advanced analytical and problem-solving skills, including the ability to evaluate complex operational processes, identify inefficiencies, and recommend and implement effective solutions.
• Ability to interpret, apply, and communicate complex policies and procedures to a diverse constituency of faculty, staff, students, and administrators.
• Strong project management skills, including the ability to plan, coordinate, and track multiple concurrent projects such as renovations, equipment procurement, and faculty recruitments with minimal supervision.
• Excellent written and verbal communication skills, with the ability to prepare clear reports, correspondence, and documentation that convey technical or procedural information effectively.
• High degree of independence and professional judgment in analyzing information, anticipating operational needs, and resolving issues across varied administrative functions.
• Strong interpersonal and collaboration skills, with the ability to build and maintain effective working relationships across departments, divisions, and with external partners.
• Ability to gather, analyze, and synthesize data from multiple sources to support decision-making and strategic planning at the college level.
• Demonstrated proficiency with enterprise-level software and systems such as PeopleSoft, Common Financial System (CFS), or equivalent; high competence with Microsoft Office Suite, Google Workspace, and database management tools.
• Ability to maintain confidentiality and handle sensitive information in compliance with university, state, and federal regulations.
• Capacity to exercise flexibility and initiative in responding to rapidly changing priorities and deadlines in a dynamic academic environment.
• Strong commitment to equity, inclusion, and effective service, ensuring that administrative operations support the diverse needs of the College of Science community.

Preferred Skills and Knowledge

• Three years of progressively responsible administrative or analytical experience involving the study, analysis, evaluation, and/or coordination of complex administrative or operational systems. Experience in a university or higher education setting is strongly preferred.
• A combination of education and directly related experience may be considered as an equivalent qualification.

Condition(s) of Employment

Satisfactory completion of a background check (including LiveScan, as appropriate), that may include, but is not limited to: criminal records check, verification of academic credentials, licenses, certificates, credit history, professional references and/or verification of work history is required for employment. Cal State East Bay will issue a conditional 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. Unsatisfactory results may also affect the continued employment of current Cal State East Bay employees who were conditionally offered the position.

All background checks are conducted through the university's third party vendor, Accurate. LiveScan is conducted through the University Police Department.

EEO Statement

All university programs and activities are open and available to all regardless of race, sex, color, ethnicity or national origin. Consistent with California law and federal civil rights laws, Cal State, East Bay provides equal opportunity in education and employment without unlawful discrimination or preferential treatment based on race, sex, color, ethnicity, or national origin. Our commitment to equal opportunity means ensuring that every student and employee has access to the resources and support they need to thrive and succeed in a university environment and in their communities. The CSU complies with Title VI of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act, the California Equity in Higher Education Act, California’s Proposition 209 (Art. I, Section 31 of the California Constitution), other applicable state and federal anti-discrimination laws, and CSU’s Nondiscrimination Policy. We prohibit discriminatory preferential treatment, segregation based on race or any other protected status, and all forms of discrimination, harassment, and retaliation in all university programs, policies, and practices.