California State University - East Bay · 21 hours ago
Operations Analyst
Hayward, CA
Full-time
Hybrid
Mid Level
$5,797/mo - $7,207/mo
3+ years expCalifornia State University - East Bay is a regionally engaged and globally oriented university committed to academic innovation and student success. The Operations Analyst provides complex analytical, administrative, and operational support to ensure the effective functioning of the College of Science, coordinating college-wide operations and serving as a central resource for academic personnel processes and facilities management.
Higher Education
No H1B
Responsibilities
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
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
Identify and resolve workload issues with the appropriate administrators and department chairs. This includes, but is not limited to, the meeting of lecturer entitlements, identifying personnel without workload assignments, additional employment resulting in compliant overloads under the CFA CBA, faculty effort in University Extension counting towards one’s regular state-side duties (i.e. “on-load” teaching), reassigned time for grants and other efforts, and more
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
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
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
Qualification
Required
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
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
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
Benefits
Medical
Dental
Vision
Retirement (CalPERS)
401k
457
403(b)
Dependent and health care reimbursement accounts
Life insurance
Vacation and sick
14 paid holidays
One personal holiday
Tuition fee waiver
Company
California State University - East Bay
California State University, East Bay is the San Francisco East Bay Area's high-access public university of choice.
1001-5000 employees
Funding
Current Stage
Late StageLeadership Team
Debbie Chaw
Interim Vice President, Administration and Finance/CFO
Andy Mayeda
CRM Co-Program Manager and IT Partner
Recent News
2025-09-25
2025-04-26
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