Student Administration Building

Current Opportunities

Physics Office Manager - Administrative Support Coordinator I

Apply now Job no: 516365
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 $3,400.00/month to $4,212.00/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).  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 administrative support for the Department of Physics.  The Office Manager ensures the Department operates efficiently and that all functions are performed accurately and promptly. This position is responsible for the coordination of the full scope of administrative support to the Department Chair, faculty, staff and students. The administrative support position provides historical and operational continuity for the Department with respect to the Department, College, and University mission and goals. It 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 Offices and Department. This position is responsible for maintaining departmental records and interacting with offices and departments across the campus. Much of the work is confidential requiring specialized knowledge & training. Some work is of a project nature.

Particular emphasis is placed on duties concerning budget, personnel and employee relationships (including faculty recruitment), appointment and peer review; curriculum relevance, student advising/services; special events and projects. Persons within and outside the Department rely on this position to handle the administration of the Department office. The position is responsible for having a thorough knowledge of Departments, College, and University policies/procedures/regulations/deadlines, as well as State/Federal regulations.

The employee must have exceptional administrative/organizational and communications/public relationship skills, be able to prioritize a wide variety of tasks, and accurately keep records. The employee must work well with a diverse population, including communicating with people who have limited English skills (which may entail an understanding of what a student needs to ask). The employee must have an intricate understanding of the workings of the University/system, in order to gain access to information and guide students through the maze of scheduling, registration, graduation requirements, etc. that leads to graduation. Employee must gain the trust of the students/faculty/staff served and be trustworthy (the position is responsible for a great deal of confidential information). This position is responsible for maintaining all Department records and extracting information, summarizing it, putting it into report format, and presenting it to appropriate people (e.g., Chair, College Office, administration offices).

Responsibilities

General Office Administration

  • Provides institutional continuity for Department.
  • Anticipates common problems, and structures work to prevent/resolve identified problems.
  • Implements improvements to Department’s processes, both self-initiated and through outside direction.
  • Ensures that appropriate Federal/State/CSU/University/College/Department policies, procedures, rules and regulations are followed.
  • Clarifies and determines administrative procedures as needed by students, faculty, and the Chair. Resolves problems promptly, or refers issues and parties to the appropriate resources.
  • Acts as first point of contact for students with issues needing resolution. Responds promptly to students requests and questions either directly or through referral.
  • Locates policies/procedures in a timely fashion. Maintains systematic and efficient office procedures.
  • Plans and oversees support functions for Department, including purchasing, budget, and reimbursement assistance, keeping up to date with policy changes and communicating these changes.
  • Researches and compiles information for reports as needed.
  • Prepares and edits reports.
  • Maintains general office organization/operation.
  • Serves as department liaison with other departments and offices across the University as well as between students, faculty, and staff in the departments.
  • Assists with coordination of public relations.
  • Provides support services to students, faculty, and Chair.
  • Maintains and organizes office supplies.
  • Attends workshops and implements the required procedures involved in utilizing databases for student information, graduate applications, registration, student records, faculty workload, building Schedule of Classes, department budget and accounts, HR for temporary faculty contracts, tenure track faculty searches and Finance.
  • Coordinates communication to faculty and students regarding job postings, internships, and events using Blackboard organizational groups.
  • Provides verbal and written information about the Department’s programs upon request.
  • Orders textbooks in a timely manner to assure availability for the semester.
  • Maintains confidentiality when dealing with all personnel and student records and materials.
  • Enters course, student and faculty data accurately into online systems, within established time frames.
  • Monitors multiple e-mail accounts, as necessary.
  • Maintains records of course syllabi for all courses taught in the Department.
  • Revises department brochures and promotional literature meeting established deadlines. Provides suggestions and input to improve department forms, publications, and procedures.
  • Facilitates maintenance/service requests from initiation through satisfactory completion.
  • Establishes and maintains filing and record keeping systems.
  • Takes a collaborative and collegial approach working with colleagues.

Payroll, Budget, and Purchasing

  • Handles all personnel/payroll matters for Department, including appointments for and orientation of new faculty/staff. Prepares payroll and attendance records for office staff and student assistants.
  • Responsible for Department budgets, including General Fund, CERF account, and donor funds.
  • Uses data from CFS to reconcile accounts and make fiscal year projections.
  • Complies with/ensures that all College, University and CSU rules and regulations are followed concerning budget/purchasing matters.
  • Handles all department office supply orders and express POs. Holds and maintains University issued Procurement card, and completes monthly ProCard report per guidelines.
  • Coordinates equipment/furniture/computer purchases.
  • Identifies/resolves discrepancies/problems with Purchasing Office.
  • Identifies/informs appropriate authorities about billing problems, and resolves the problems.
  • Possesses signature authority for Office supplies, faculty/staff/student attendance, leave accounting, key cards; possesses signature proxy for Chair, as appropriate.
  • Monitors expenditures/account balances.
  • Produces monthly budget reports for the Chairs.

Faculty, Staff, and Student Assistant Hiring and Contracts

  • Processes temporary faculty contracts in PeopleSoft; maintains records of WTUs and entitlements for lecturers by academic year.
  • Determine eligibility to work of student assistants.
  • Coordinates the recruitment of new faculty using current platforms.
  • Coordinates the recruitment of new staff using current platforms; assists search committee in preparing screening criteria and interview questions, scheduling interviews, and accurately completing all paperwork, in consultation with Chair, Associate Dean, and Human Resources.
  • Provides first-level new faculty and staff orientation (related to Department and University administrative operations).

Class Schedule, Student Enrollment, and Curriculum Management

  • Makes changes to faculty workload projections as necessary for Master Schedule and Schedule of Classes, and analyzes room assignments and specialty courses (e.g., labs/field courses) in consultation with Chair.
  • Makes appropriate changes to class schedules each semester and for summer self-support, as needed. 
  •  Coordinates wait lists, class rosters & enrollment (Add, Drop, Swap) and advises the department chair and professors of progress and problems and acts accordingly.
  • Creates special registration petitions.
  • Assists students promptly with registration problems, or refers them to the Chair for advising as necessary.
  • Processes major checks.
  • Answers common questions about courses and scheduling accurately.
  • Edits curriculum materials (e.g., new course requests, course revisions and modifications, and program revisions).
  • Maintains database of syllabi and creates a master list of office hours each semester.
  • Assists with room reservations for special events, extra study sessions, etc.

Special Projects and Events

  • Coordinates department scholarship communication, applications, and awards under the general direction of the Chairs and Scholarship Coordinator.
  • Coordinates department events.
  • Represents the Department by providing accurate information regarding Department Programs at University functions upon direction of the Chairs.
  • Creates and maintains student/alumni/faculty database, and serves as alumni point of contact.
  • Manages the department website/web pages using Cascade.

Required Qualifications

  • Good problem solving skills, critical thinking ability, and sound judgment.
  • Interactive skills used to achieve results and expedite projects.
  • Effective written and verbal communication skills, including the ability to mediate and/or persuade others in order to reach agreement on a desired resolution
  • Superior organizational skills utilized in balancing a large and varied workload in a fast-paced environment.
  • Familiarity with Windows based computer operating system.
  • Experience in preparing reports and maintaining records.
  • Attention to detail and a commitment to completing tasks correctly.
  • Strong work ethic, with the ability to work independently.
  • Ability to work independently/autonomously.
  • Ability to work in a "team" environment with frequent interruptions.
  • Ability to work under pressure. The above performance expectations are accomplished in a friendly, courteous and respectful manner. 

Minimum Qualifications

Entry to this classification requires a fully functional knowledge of and skill in standard office procedures and practices, as well as an ability to understand and operate in a variety of organizational structures. Additionally, incumbents are expected to have a thorough knowledge of English grammar, spelling, and punctuation and be able to clearly communicate orally and in writing. Some positions may require a knowledge of business mathematics beyond basic arithmetic. The ability to use and quickly learn new office support technology systems and software packages is also a prerequisite.

These entry 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. 

Preferred Skills and Knowledge

  • BS/BA degree
  • 4 years of office experience
  • Experience with office management
  • Experience working at a college or university

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 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.

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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