Salary and Benefits

PLEASE NOTE: The starting salary placement depends on qualifications and experience and is anticipated to be in the range of $4,799.00 per month to $5,967.00 per month (Step 1 to Step 12).

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.

Classification

Administrative Analyst/ Specialist Non-Exempt I

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 November 18, 2026.

Undergraduate Program for Workforce Advancement and Regional Development (UPWARD) is funded by the U.S. Department of Education/Labor Strengthening Institutions Program.  The Program & Activity Coordinator will support the administration, coordination, and implementation of all project activities. This position is essential to ensuring the effective day-to-day administrative and operational coordination of the grant and the timely achievement of program objectives. This position implements established grant activities, oversee daily operations, coordinate communication among project staff, as well as manage the scheduling and organization of meetings, training, and events. Additionally, the Coordinator will assist with data collection and performance reporting, ensure compliance with grant requirements and deadlines, support budget monitoring and documentation, and prepare all necessary reports and submissions for the funding agency. This role is critical to maintaining alignment across all components of the project and ensuring its overall success.

Responsibilities

Program Administration 

• Working with the appropriate administrator, develop and implement processes and practices for accurate and effective management, support and tracking of all aspects of grant programming both day-to-day and longitudinally in accordance with the approved grant proposal and established university and funding-agency procedures.
• Effectively represent grant activities, the college and university through interacting, collaborating and liaising with constituencies both on and off campus including the Department of Education/Labor.
• Foresee and respond to complex situations.

Budget/ Financial Administration 

• Support the development, management and maintenance of the financial processes and systems to monitor the grant budget, taking into account complex independent and intersecting programs.

Project Alignment and Integration 

• Support the development, management and maintenance of sustainable infrastructure to contribute to equitable access to and experiences with mentored research opportunities, internships, and career exploration.

Evaluation and Compliance

• Monitor progress of programming towards the objectives and key performance indicators as established in the grant proposal, including all program participants’ retention and graduation rates.
• Coordinate interactions with, support needs (data, documents, and other resources) and requests from, and maintain proper protocols and contracts with the outside evaluation team.

Communication 

• Develop and lead communication strategies to all project constituents within and beyond the university.
• Serve as program liaison by building and maintaining positive and productive working relationships amongst grant personnel and any external stakeholders, and by serving as the lead resource for all issues related to grant administration.

Minimum Qualifications

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.

Preferred Skills and Knowledge

• Experience coordinating grant-funded, academic, workforce-development, or other educational programs, preferably in higher education or the public sector.
• Working knowledge of administrative practices, program operations, budget policies, and grant requirements, including experience tracking deadlines, deliverables, and supporting documentation.
• Experience collecting, organizing, and reviewing program data using basic research, statistical, and business-mathematics methods, including preparing summaries or projections.
• Experience compiling, writing, and presenting program, administrative, evaluation, or compliance reports.
• Demonstrated ability to organize and coordinate multiple projects, meetings, training sessions, workshops, or events; manage competing priorities; meet deadlines; and maintain accuracy and attention to detail.
• Demonstrated ability to interpret and apply established policies and procedures, exercise sound judgment in routine matters, and refer complex issues to the appropriate supervisor.
• Demonstrated ability to communicate effectively and establish working relationships with students, staff, faculty, campus departments, community partners, employers, government agencies, and other external organizations.
• Proficiency with Microsoft Office, spreadsheet applications, PeopleSoft HR and FIN, or comparable systems, and the ability to adapt to new technology.
• Familiarity with workforce development, apprenticeship programs, career exploration, internships, mentored research, or other experiences beyond the classroom.

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.