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

Please Note: Review of applications will begin on June 16, 2025.

This position provides general office, clerical, and administrative support to the Office of the Dean, College of Health. The primary purpose of this position is to lead the office staff and assist with creation of course schedules for college programs, provide lead work direction to student employees, manage the calendar for the Dean/Associate Dean. The position is also responsible for implementing departmental goals and objectives and ensuring compliance with state and federal regulations, university policies, and established office procedures. This role requires a thorough understanding of applicable policies and the ability to handle confidential and sensitive information with discretion.

Responsibilities

Provides Administrative Support Assistance:

• Manage meeting requests, resolve scheduling conflicts, and establish meeting priorities for the Dean.
• Assemble and prepare all background documentation for scheduled events, conferences, and meetings.
• Maintain organized office files—both electronic and paper—including correspondence, reports, and presentation materials, in accordance with EO 1031 records retention and disposition guidelines.
• Prepare and compile detailed reports and supporting materials for the Dean's review and use.

Provides Office and Division Support:

• Assist in planning and coordinating college events.
• Serve as the first point of contact for the Dean’s office; initiate intake using designated software and route to appropriate staff members for resolution.
• Answer incoming phone calls and direct inquiries to the appropriate office or personnel.
• Conduct research and handle special projects as assigned by the Dean or senior staff.
• Understand and interpret organizational policies and procedures to ensure appropriate decision-making protocols are followed.
• Arrange and confirm travel plans; process travel reimbursements and other expense claims for Dean Office staff, ensuring compliance and accuracy.
• Register staff for conferences and professional development activities.
• Greet and assist visitors to the office, providing high-quality customer service and using sound judgment in addressing inquiries or directing them to the appropriate contacts.
• Monitor voicemail and answer the Dean’s direct phone line in the Dean’s absence.
• Maintain and manage the Dean’s electronic calendar, ensuring appointments are accurately scheduled and updated.
• Review and prepare documents requiring the Dean’s signature, ensuring that all required approvals and supporting documentation are included.
• Update and maintain division listservs and organizational charts using specialized software.
• Manage, organize, and update division web pages to ensure content accuracy and currency.
• Prepare and distribute official university communiqués on behalf of the Dean.  
• Track and follow up on assignments from the office to ensure timely completion.
• Maintain a comprehensive calendar of division-wide events and deadlines.
• Provide lead work direction and train student assistants employed in the College of Health Office, delegating tasks and ensuring quality work and compliance with university policies.

Financial, Procurement, and Logistics:

• Work closely with the college Budget Analyst to manage the college’s budget, including tracking expenditures, reconciling accounts, and ensuring alignment with university financial policies.
• Coordinate purchasing and logistical needs for the Dean’s Office, ensuring efficient use of resources and compliance with procurement guidelines.

Other Duties as Assigned:

• Assist in events, workshops, and other university activities as needed
• Perform other duties as assigned to ensure the smooth operation of the Dean’s Office

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

• Excellent organizational, recordkeeping, interpersonal, and written and oral communication skills
• Experience with Microsoft Excel, especially related to bookkeeping and/or simple fund accounting
• Ability to manage multiple tasks and priorities efficiently, effectively, and accurately
• Excellent attention to detail
• Ability to communicate effectively with diverse students, faculty, and staff
• Ability to use Microsoft Office, Adobe Acrobat, or equivalent office productivity software
• Ability to use the Internet to research and gather information
• Ability to work under pressure with constant interruptions
• Strong problem solving and analytical skills
• Demonstrated ability to maintain confidentiality, use discretion, tact, diplomacy and professionalism

Preferred Skills and Knowledge

• Knowledge of California State University policies and procedures
• Knowledge of, or experience with, the PeopleSoft system

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.