Student Administration Building

Current Opportunities

Administrative Support Coordinator I

Apply now Job no: 504726
Work type: Staff
Location: East Bay
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Probationary, Full Time

Salary and Benefits

The starting salary placement depends on qualifications and experience and is anticipated to be in the range of $3,350.00/month to $4,000.00/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, 13 paid holidays, one personal holiday and tuition fee waiver.

For more information on the benefits program, please visit https://www.csueastbay.edu/hr/benefits/index.html

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). With an enrollment over 15,800 students, 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 provides support to the Modern Languages and Literatures (MLL) department (75% of the time) and the College of Letters, Arts, and Social Sciences (CLASS) office (25% of the time).  

Duties in MLL will be Administrative Support Coordinator duties and duties in CLASS will be twice yearly workload entry, assisting the Associate Dean, CLASS with monthly curriculum meetings, and updating the CLASS web page when needed.

Responsibilities

Modern Languages and Literatures (MLL) Department

Office Work

  • Front-line for all in-person and telephone traffic as well as initial emails to the Department office.
  • Send and receive mail and deliveries in coordination with the appropriate campus office.
  • Track and order office supplies.
  • Liaise with University offices such as (but not limited to) Facilities Management and Information Technology concerning services required by the department.
  • Schedule meetings and arrange for rooming using the 25 Live system, electronic calendaring, or other specified system.
  • Organize and maintain confidential student files.
  • Maintain and update department webpage using Cascade (or other systems) as needed.
  • File paper and electronic documents; scan of documents as necessary.
  • Request and post faculty office hours.
  • Confirm book orders are submitted to the Pioneer Bookstore.

Course Scheduling and Enrollment Management

  • Load the course schedule into PeopleSoft each term.
  • Edit course schedule as needed; this includes, but is not limited to, adding, updating, and deleting classes.
  • Liaise with the Office of the Registrar, Campus Scheduler, and other campus entities to ensure proper creating and management of the course schedule and its components (most notably enrollment and rooming).
  • Assist students with records forms.

Contracts and Appointments

  • Appoint faculty, staff, consultants, and other workers as directed by the Department Chair; this includes, but is not limited to, creating SEAFs, creating eSAFs, eFAFs, and contracts within PeopleSoft.
  • Create and manage staff and faculty recruitments using Page Up.
  • Submit electronic systems access requests via service tickets.
  • Work with chair to update lecture pool openings.
  • Be knowledgeable of University personnel policies; this includes, but is not limited to, the Presidential Directive on Special Consultant Appointments.
  • Record payroll for certification.
  • Liaise with the College office on matters of contracts and appointments as required.

Financials, Procurement, and Logistics

  • Track and balance budgets for Department (e.g., S & S budget).
  • Process expenses: expense claims, check requests, purchase orders, and other budget and financial transaction documents.
  • Purchase supplies, equipment, and/or services using various University procedures and guidelines, including processing check requests, purchase orders, and short-term limited scope work forms through Adobe Sign.
  • Balance and reconcile procurement card statements.
  • Liaise with respective departments in Administration and Finance on matters of procurement, travel, risk management, and contracting for services.
  • Be knowledgeable of University financial, procurement, and logistics policies; this includes, but is not limited to, the CSU Conflict of Interest Handbook, the CSU Travel Procedures, the CSUEB Hospitality Policy, and the Procurement Card (P-Card) program; when necessary, inform students, faculty, and staff of these policies, especially when asked to perform work that may be counter to these policies.

Assistant to the Associate Deans, CLASS

  • Enter and track workload at the beginning of each academic term.
  • Assist with College Curriculum Committee meetings, including tracking proposals in curriculog, sending out agendas, taking minutes, and tracking committee decisions.
  • Upload Curriculum Committee agenda to Curriculog.
  • Update and revise CLASS Web site using Cascade.

Required Qualifications

  • Excellent organizational, recordkeeping, interpersonal, and written and oral communication skills
  • Ability to manage multiple tasks and priorities efficiently, effectively, and accurately
  • Excellent attention to detail
  • Ability to communicate effectively with diverse student, faculty, and staff population
  • Ability to use Microsoft Office, Excel, Adobe Sign, Adobe Acrobat, Cascade, People Soft, or equivalent office productivity software
  • Experience with Google Drive
  • Ability to use the Internet to research and gather information
  • Ability to work under pressure with constant interruptions

Minimum Qualifications

  • Completion of a high school program, technical/vocational program, or their equivalents combined with several years of related office work experience.
  • 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.

Preferred Skills and Knowledge

  • Two years skilled office experience or vocational training
  • Thorough knowledge of California State University policies and procedures
  • Knowledge of, or experience with, the PeopleSoft system
  • Some experience with non-English native speakers

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 at http://www.csueastbay.edu/smokeandtobaccofree/

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 at: http://www.csueastbay.edu/upd/safety-and-security-reports.html

Sponsorship

Cal State East Bay is not a sponsoring agency for Staff or Management positions.

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.

CSU Vaccination Policy

CSU requires faculty, staff, and students who are accessing campus facilities to be immunized against COVID-19 or declare a medical or religious exemption from doing so.  Any candidates advanced in a currently open search process should be prepared to comply with this requirement. The systemwide policy can be found at https://calstate.policystat.com/policy/9779821/latest/ and questions may be sent to hr@csueastbay.edu.

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