Salary and Benefits

PLEASE NOTE: The starting salary placement depends on qualifications and experience and is anticipated to be in the range of $3,879.00 per month to $5,100.00 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 Analyst/Specialist I, Non-Exempt

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

This position serves a pivotal role in supporting the full scope of the day-to-day operations of the MATH/PSYCH/STAT Hub, which contains the Departments of Mathematics, Psychology, and Statistics & Biostatistics. The Quantitative and Behavioral Sciences Hub Lead coordinates hiring documents and contracts of new and continuing faculty, payroll and budgeting of both state and foundation accounts for both departments and other duties as assigned. The administrative support required by this position is more sophisticated as this position represents these departments across the campus and creates systems to run the Hub efficiently. Furthermore, this position coordinates the workflow and communication with the College of Science office and other University entities. This position also provides historical and operational continuity in the Hub.

Responsibilities

Administrative Lead for MATH/PSYC/STAT Hub:

• Leads work of other MATH/PSYCH/STAT Hub staff.
• Assists in the development of strategic objectives and operational methods including: analyzing workflow patterns of administrative staff and assessment of organizational changes for efficiency based on fluctuations in enrollment, work volume and work complexity; advising on formulation of policy and procedures, staffing and organizational changes; analysis or surveys to address administrative, fiscal, personnel and/or operational problems; establishment of procedures to control multiple budgets and minimize deviations from financial plans.
• Advises Chairs and Associate Dean on strategic direction from a staff point of view.
• Analyzes internal administrative functions of the Hub, including processes with travel/training, procurement, and admissions.
• Serves as the primary contact for all Hub financial inquiries.
• Develops and implements proper training programs for the staff and faculty to ensure compliance with University operational and spending policies and procedures.
• Provides support in the design and implementation of new and modified workflows, systems, procedures, methods of operation, and forms in compliance with University policies.
• Compiles materials necessary for the preparation of department budgets, reports, and program reviews.
• Establishes workspace and protocols surrounding access and maintenance of shared documentation.
• Interfaces with the College of Science and University Extension.
• Supports special initiatives for the Chairs of Mathematics, Psychology and Statistics & Biostatistics, and the Associate Dean.
• Assists with new student orientations.
• Builds and maintains positive relationships with all constituents, including co-workers.
• Attends meetings and training sessions as needed.

Administrative Support for MATH/PSYC/STAT Hub:

• Assists Chairs with obtaining course articulation information.
• Prepares attendance report and performs data entry for faculty/staff absences; submits monthly payroll requests.
• Manages tenure-track faculty searches and external visits with other administrative staff.
• Maintains temporary faculty pool.
• Keeps records on long-term contracts and electronic files on hiring.
• Prepares hiring documents and contracts including eFAFs (tenure-line faculty, lecturers, and graduate teaching assistants) and eSAFs.
• Provides information to campus and community agencies upon request.
• Serves as an on-campus liaison for students and staff.
• Assists chairs with gathering information on majors and students to inform scheduling decisions, e.g. enrollment in pre-requisite courses, students needing courses to graduate.
• Maintains and monitors the budgets of the Departments of Mathematics, Psychology, and Statistics & Biostatistics.
• Submits requisitions.
• Serves as a resource for PTR, RTP and annual review of lecturers.
• Handles financial aspects of meetings and events, production of meeting materials, and both verbal and written communication with high level professionals within and outside the University.
• Assists with the hiring of student workers as needed.
• Represents the University and the MATH/PSYC/STAT Hub at some events.

Minimum Qualifications

• 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.
• Requires general knowledge and skills in the applicable administrative and/or program field with a foundational knowledge of public administration principles, practices, and methods.

Required Qualifications

• Knowledge of University student and fiscal systems.
• Knowledge of privacy laws, faculty and staff MOUs, PTR, RTP and lecturer evaluation regulations.
• Thorough knowledge of essential bookkeeping and general office systems.
• Experience using Windows, Word, and Excel.
• Effective communication skills with a diverse population.
• Thorough knowledge of English grammar, punctuation, and spelling.
• Knowledge of or ability to learn all degrees and options offered by the department.
• Ability to lead and delegate assignments to staff and students.
• Able to use and quickly learn new office support technology systems and software packages.
• Experience working with computers, faxing documents, scanners, copiers, and printers.
• Ability to work in a busy environment.
• Ability to work through frequent interruptions.
• Ability to moderate to heavy computer work.
• Ability to manage multiple projects with differing deadlines.

Preferred Qualifications:

• Minimum of (2) two years of experience at the administrative coordinator level in a college/university level academic department office.

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.