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 $5,355.00 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

This Office Manager position provides administrative support to the MATH/PSYCH/STAT Hub, which includes the Departments of Mathematics, Psychology, and Statistics & Biostatistics. The Office Manager has significant autonomy in decision making regarding resolving common problems. This position is responsible for complying with regulations, policies, and procedures relating to the function of the MATH/PSYCH/STAT Hub. Additionally, this role is responsible for maintaining departmental records, supporting faculty and chairs in these departments, and interacting with offices and departments across the campus. Much of the work is confidential requiring specialized knowledge & training. Particular emphasis is placed on duties concerning the course schedule, student services, and special events and projects. The Office Manager also assists with applications to the graduate programs and is responsible for having a thorough knowledge of Departments, College, and University policies, procedures, regulations, deadlines, as well as State & Federal regulations.

Responsibilities

Office Management:

• Assist with questions from students, faculty, staff, and visitors in person, by phone and email.
• Provide first-level new faculty orientation (related to Department and University administrative operations) and other faculty support (e.g. problem solving).
• Gather data and prepare reports.
• Determine student assistants' eligibility to work, coordinate assignments, provide orientation, and the complete hiring and monthly employee paperwork, e.g., SEAFs and payroll.
• Track department property.
• Makes department purchases, submits requisitions, maintains University issued Procurement card and completes monthly ProCard reports per guidelines, with Analyst/Chair approval.
• Assist with travel reimbursement and arranging travel.
• Assist with department websites, including updating office hours, personnel lists, and program flyers and publications.

Academic Support:

• Create and manage class schedules.
• Manage adds/drops and other enrollment issues.
• Assist students with registration and other problems.
• Support chair, faculty, and other instructional staff.
• Communicate with prospective graduate students throughout the application and admission process.
• Edit curriculum materials (e.g. New Course Requests, course revisions and modifications, revising programs), work with Department Chairs on contacting alumni concerning input on program/curriculum revision.
• Receive and maintain records of Capstone memos.
• Attend meetings and training sessions as needed.

Special Projects and Events:

• Assist with and participate in special events and projects.
• Provide and coordinate support for faculty searches and external visits with other administrative staff.
• Receive and maintain records of Capstone memos.
• Maintain student/alumni/faculty database and serve as alumni connection.
• Coordinate with College and University Scholarship Coordinators in the management of department scholarships.
• Develop rapport and appropriate communication with donors of scholarships.

Other duties as assigned, in particular in absence of other MATH/PSYCH/STAT Hub administrative support staff.

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.

Required Qualifications

• Strong communication, organizational, and multi-tasking skills.
• Ability to interact with a wide variety of people.
• Strong computer skills, including Microsoft Office, internet browsers, and email.
• Experience in a busy environment, completing tasks in the face of regular interruptions.

Preferred Skills, Knowledge and Abilities

• A Bachelor’s degree.
• Experience in an office manager position.
• Ability to maintain confidentiality.
• Knowledge of or ability to learn department, college, and university regulations, policies, and procedures.
• Knowledge of or ability to learn academic programs and courses.
• Knowledge of or ability to learn University’s student records, scheduling, and enrollment systems and policies regarding their use.
• Knowledge of or ability to learn experience with data gathering, analysis, and reporting.
• Knowledge of or ability to learn general financial management, accounting, and bookkeeping.
• Knowledge of or ability to learn University’s financial and accounting systems.
• Knowledge of or ability to learn research support focused on scheduling and paperwork.
• Knowledge of or ability to learn University policies and procedures regarding personnel, such as hiring, payroll, and evaluation.

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.

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 incumbent in this position may be considered a mandated reporter under the California Child Abuse and Neglect Reporting Act and will be required to comply with requirements set forth in the CSU Executive Order 1083 as a condition of employment.