Salary and Benefits

PLEASE NOTE: The starting salary placement depends on qualifications and experience and is anticipated to be in the range of $4,058.00 per month to $4,600.00 per month.

Cal State East Bay offers a broad range of benefits that includes 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 and tuition fee waiver.

For more information on the benefits program, please visit our benefits website. The CSU Total Compensation Calculator demonstrates the significance of our benefits package.

This position may be eligible to participate in the Cal State East Bay hybrid telecommute program subject to management approval. 

Classification

Administrative Support Coordinator II

About Cal State East Bay

Cal State East Bay's beautiful main campus is located in the Hayward hills with panoramic views of the San Francisco Bay shoreline. Situated above the city of Hayward, the campus offers an ideal setting for teaching and learning and yet easy access to the many cities along the bay. The University has a satellite campus in Concord, a professional development center in Oakland and a significant presence online. Founded in 1957, Cal State East Bay is one of 23 universities of the California State University system (CSU). Cal State East Bay is recognized as a regionally engaged and globally oriented university with a strong commitment to academic innovation, student success, engaged and service learning, diversity, and sustainability.

About the Position

Under the supervision of the Director of Educational Opportunity Program (EOP), Renaissance Scholars Program (RSP) & Student Equity and Success (SEAS) Affinity Programs and the lead work direction of the SEAS Operations & Program Analyst, the SEAS Office Manager provides administrative assistant support to all SEAS programs. This includes but is not limited to providing front-line reception for students, staff, faculty and guests of the campus, while also providing administrative support to the SEAS staff members. This position will work closely with and assist in the lead work direction of student assistants, performing administrative tasks in support of the SEAS programs. 

Additionally, this position is responsible for logistics related to scheduled events (i.e., room reservation, Baysync set-up, copying/distributing posters, marketing, room set-up, registration, and troubleshooting) as well as ensuring department website(s) are current. Further, the SEAS Office Manager will process the hiring and payment of student assistants and assist with the recruiting, hiring and training of all SEAS programs' student staff. This position will also be responsible for serving as timekeeper for student assistant payroll, coordinating and developing student staff work schedules, making recommendations for student staff training needs and conducting in‐service training.  This position will keep track of student assistant assignments and ensure tasks are completed in a timely manner. Other responsibilities include assisting the appropriate administrator with tracking absence reporting for all staff, running reports in the data warehouse, updating monthly and annual reports, handling payroll and human resource transactions (i.e. assist the appropriate administrator with eSAFs submissions, attendance and absence reporting, Separation Clearance Forms, etc. for the departments.  This position coordinates supply and technical needs and handles contracts and payments to vendors.

The SEAS Office Manager also functions as backup support to other Student Equity & Success (SEAS) areas including SEAS administrative support staff; coordinating schedules using an online calendaring system; processing contracts and purchase orders; takes, prepares, and distributes notes and minutes to departmental staff; and performing other duties as assigned. These duties are performed in a busy office environment with a high volume of traffic and telephone calls. Punctuality and regular attendance are essential functions of this position.  

Responsibilities

Department Administrative Support Coordination SEAS Programs:

• Responsible for the coordination of administrative operations for the SEAS department. 
• Support the Director of EOP, RSP & SEAS Affinity Programs and RSP Coordinator in project leadership roles and represent the units on key projects both internal and external.
• Assist in maintaining calendars for the Director of EOP, RSP & SEAS Affinity Programs and RSP Coordinator.
• Serve as a primary contact person for guests, visitors, and those with scheduled appointments.
• Prepare and distribute agendas and memos; compose correspondence and reports.
• Schedule meetings on behalf of the departments and schedule external meetings upon request.
• Coordinate travel logistics for all department staff and department programs/events.
• Lead training efforts for department staff regarding campus policies and procedures. 
• Develop and implement procedures to ensure that the departments function effectively and efficiently.  
• Anticipate and plan for staffing, equipment, and supply needs.
• Ensure department website(s) are updated biannually including troubleshooting any issues including broken web links; works with ITS to resolve any issues.
• Analyzes content and structure to update websites and ensure websites are user-friendly.
• Screen incoming mail for staff.
• Coordinate major departmental mailings.
• Develop, update and maintain department operational and policy user manuals.
• Provide leadership on designated projects for the department.
• Inform appropriate personnel of various situations having an impact on the department or its programs.
• Anticipate problems and address them proactively.
• Participate in executive planning and development activities and as required, independent determination of methods to accomplish programmatic or executive goals.
• Initiate and independently plan, organize, coordinate, and perform work in various situations where numerous and diverse demands are involved.
• Act as liaison to departments or agencies, on and off campus, to gather information, make/monitor arrangements, or resolve problems.  Such departments include, but are not limited to, Payroll, Human Resources, Financial Aid, Accounting, Budget, Admissions, Records, Receiving, Facilities Management, Purchasing, Copy Center, Academic Departments and Administrative Offices.

Department Budget Support SEAS Programs:

• Lead efforts to track all revenue streams for SEAS programs including general fund, donor funds and grants.
• Lead efforts to complete draft reports for donors as requested by the Director of EOP, RSP & SEAS Affinity Programs and RSP Coordinator.
• Assist with tracking and reconciliation of the Director of EOP, RSP & SEAS Affinity Programs and RSP Coordinator program budgets; research money spent, costs and various expenses.
• Prepare and submit requests for budget transfers in collaboration with the SEAS Operations & Programs Analyst.
• Coordinate purchasing outreach and program supplies, ensuring payments are made in a timely manner.
• Maintain and reconcile monthly procurement credit card purchases and reports for Accounting.
• Prepare monthly budget expense reports for review.
• Register for college fairs, conferences, and other recruitment events as needed.
• Monitor and manage payroll timesheet issues for student assistants.
• Support program vendors to ensure university approval and payment for services.

Department Support for Human Resources and Payroll Transactions:

• Coordinate departmental processes for onboarding, termination, and SEAF for all staff members including key requests, requests for access, assisting appropriate administrators with separation clearance forms and related paperwork.
• Assist appropriate administrator on personnel transactions, as appropriate (i.e. providing information to submit eSAFs, or access requests, etc.).
• Coordinate access to appropriate systems for staff (PeopleSoft, campus logic, phone system, etc).
• Monitor student and professional staff attendance, calendar professional staff leave time for month end reporting and for approval by the appropriate administrator.
• Pick up department paychecks and distribute them to staff on a monthly basis.
• Coordinate absence reporting and all related payroll forms and reports, ensuring approval of appropriate administrator(s) in a timely manner.
• Train all new staff (professional and student) on HR and Payroll policies and procedures including time off requests, departmental onboarding requirements, routine meetings, etc.
• Train new and current professional staff on the online absence reporting system.
• Track all absence reporting, and notify staff and supervisors on any changes that may affect their status and paycheck, and in consultation with the Human Resources & Payroll office, provides support for questions on how to record time, partial days, overtime, etc. 
• Work with payroll to resolve issues or correct problems in the PS systems as they occur.

Department Events and Meetings Support SEAS: 

• Coordinate logistics for SEAS departmental events, including space reservations, catering requests, supplies, etc.
• Assist in the planning and execution of SEAS events (e.g. End of the Year Ceremony, Freshman Transition Ceremony, Student Staff Celebration, Welcome Day, Summer Orientations, etc.)
• Maintain up-to-date information on 25 Live (university calendar system) and attend trainings, as needed.
• Maintain a schedule of SEAS event times & locations and provide the department staff with reservations that have been completed & confirmed.
• Troubleshoot issues regarding scheduled events and follow-up with department/agencies, as needed.

Renaissance Scholars Program (RSP) Support:

• Provide support for RSP including hiring, training, and scheduling student staff.
• Coordinate Student Employment Action Forms (SEAF) for all RSP students.
• Organize training sessions for student staff.
• Delegate appropriate tasks and responsibilities to student staff     
• Coordinate logistics for numerous RSP departmental events, including space reservations, catering requests, supplies, etc.
• Assist in the planning and execution of RSP events (e.g. End of the Year Ceremony, CARE To College, Summer Orientations, etc.).

Other duties as assigned, including but not limited to:

• Update forms as needed with current branding.
• Proof and edit department correspondence and flyers.
• Serve on various university committees as a representative of the department.
• Represent the department through attendance at campus events, membership in campus organizations, and involvement in event planning committees.
• Maintain current knowledge of computer systems (PeopleSoft, Google calendar, BaySync, BayAdvisor, etc.).

Minimum Qualifications

• A fully functional knowledge of and skill in standard office procedures and practices.
• An ability to understand and operate in a variety of organizational structures.
• Thorough knowledge of English grammar, spelling, and punctuation and ability to clearly communicate orally and in writing.
• Knowledge of business mathematics beyond basic arithmetic.
• Ability to use and quickly learn new office support technology systems and software packages.
• These minimum qualifications would normally be obtained through a high school program, technical/vocational program, or their equivalents combined with several years of related office work experience.

Preferred Skills and Knowledge

• A Bachelor’s degree.
• Four (4) or more years of progressively responsible administrative assistant experience.
• Ability to act and use excellent judgment in a fast paced, service-oriented daily operation.
• Ability to work in a highly collaborative, diverse, and team-oriented environment.
• Ability to train and provide lead work direction.
• Experience in budgeting.
• Excellent numeracy skills with the ability to track revenue streams, reconcile program budgets and prepare monthly budget expense reports.
• High degree of accuracy and attention to detail.
• Excellent organizational skills.
• Demonstrated proficiency with Microsoft Office, including Word, Excel and PowerPoint, Visio.
• Knowledge of PeopleSoft applications. 
• Experience reporting to management level. 
• Effective oral and written interpersonal communication skills and use of discretion.
• Experience working with a diverse population.
• Ability to organize, prioritize work assignments and multitask.
• Prior knowledge of and/or ability to learn and apply CSU policies and procedures.
• Knowledge of basic office equipment, including fax machines, photocopies, teleconference phones, and computer projection equipment.

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

As an Equal Opportunity Employer, Cal State East Bay does not discriminate on the basis of any protected categories: age, ancestry, citizenship, color, disability, gender, immigration status, marital status, national origin, race, religion, sexual orientation, or veteran's status. The University is committed to the principles of diversity in employment and to creating a stimulating learning environment for its diverse student body.

Other Information

All California State University campuses, including Cal State East Bay, are smoke and tobacco-free.  For more information, please visit our website here.

In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, the Cal State East Bay Annual Campus Security Report is available here. 

Sponsorship

Cal State East Bay is not a sponsoring agency for Staff or Management positions and we are not an E-Verify employer.

Mandated Reporter

The person holding this position is considered a 'mandated reporter' under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 Revised July 21, 2017 as a condition of employment.