Salary and Benefits
Salary Range: $3,610.00/month to 5,508.00/month. PLEASE NOTE: The starting salary placement depends on qualifications and experience and is anticipated to be in the range of $3,610.00/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
This position may be eligible to participate in the Cal State East Bay telecommute program subject to approval by the appropriate administrator.
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
Under the supervision of the Affinity Programs & SEAS Engagement Initiatives Director and the work lead direction of the SEAS Operations & Program Analyst, the Affinity Programs Office Manager provides administrative assistant support to the SEAS department, particularly the SEAS Affinity Programs. This includes but is not limited to, providing front-line reception for students, staff, faculty and guests of the campus, while also providing administrative support to the SEAS Affinity Programs' staff members. This position will work closely with, and assist, in the lead work direction of student assistants who perform administrative tasks to support the SEAS Affinity Programs.
Additionally, the incumbent is responsible for logistics related to scheduled events (e.g., room reservation, Baysync set-up, copying/distributing posters, marketing, room set-up, registration, and trouble-shooting) as well as ensuring department website(s) are current. Further, the incumbent will assist with the recruiting, hiring and training of all SEAS Affinity Programs student assistants. This position is also responsible for: serving as the timekeeper for student assistants' payroll, coordinating and developing student assistants' work schedules, making recommendations of student assistants' training needs, conducting in‐service training, keeping track of student assistants' assignments, and ensuring tasks are completed in a timely manner.
Other responsibilities include tracking absence reporting for all staff, running reports in the data warehouse, updating monthly and annual reports, handling payroll and human resource transactions (e.g. assist the appropriate administrator with eSAF, eSARF submissions, attendance and absence reporting, Separation Clearance Forms, etc.) for the departments, coordinating supply and technical needs, handling contracts and payment to vendors.
The incumbent functions as backup support to the SEAS administrative support staff; coordinates schedules using an online calendaring system; processes contracts and purchase orders; takes, prepares, and distributes meeting notes and minutes to departmental staff; and performs other duties as assigned.
Responsibilities
Department Administrative Support Coordination
- Maintains electronic calendars, including department leave calendar and management staff calendars.
- Maintains all departmental and organizational files including various spreadsheets and Google sheets.
- Coordinates conference room reservations for staff and intra-staff meetings through 25Live, and organizes food service when needed for meetings.
- Assists staff members with travel arrangements including conference registration, travel logistics and travel reimbursements.
- Organizes department supplies and logistical space; tracks and monitors office supplies and reorders when needed.
- Arranges for meetings and conference calls, including sending out for agenda items, assembling agendas, and producing materials for distribution. Also, records minute notes for specific meetings.
- Handles a broad range of interpersonal contacts, including those at a higher level and sensitive in nature from on and off campus persons.
- Coordinates all telephone, IT and equipment needs for the department including office moves, equipment services, equipment and supply purchases, and removal of sensitive documents.
- Checks voicemail and answers inquiries from other departments, including the President’s and Vice President’s Offices.
- Prepares and assembles detailed reports, other materials and correspondence.
- Handles all department incoming and outgoing mail/correspondence.
Human Resources and Payroll Support
- Coordinates all processes related to onboarding new staff/students or separating staff/students, including key requests, requests for access (eSARFs), assisting appropriate administrator(s) with separation clearance form(s) and related paperwork.
- Coordinates access to appropriate systems for staff (PeopleSoft, campus logic, phone system, etc).
- Prepares and ensures timely processing of eSAFs for all staff changes, such as new hires, promotions, separations, and all SEAFs for student assistants.
- Picks up department paychecks and distributes to staff on a monthly basis.
- Coordinates absence reporting, and all related payroll forms and reports.
- Trains all new staff/students on Human Resources & Payroll policies and procedures including: time off requests, departmental onboarding requirements, routine meetings, etc.
- Trains new and current staff on the online absence reporting system: tracks all absence reporting, and notifies staff and supervisors of any changes that may affect their status and paycheck, and in consultation with Human Resources & Payroll, provides support for questions on how to record time, partial days, overtime, etc.
- Works with the Payroll department to resolve issues or correct problems in the PeopleSoft system, as they occur.
- Enters absence/leave time in PeopleSoft for staff/students when needed.
Budget Related Activities
- Collaborates with SEAS Operations & Programs Analyst (work lead) to process and track all budget and expense transfers.
- Reconciles with expenditures, and provides work lead with monthly budget status reports.
- Processes purchase orders, service requests, and check requests for reimbursements and payment to vendors and staff.
- Maintains and reconciles monthly procurement credit card purchases and reports for Accounting.
- Coordinates the purchase of new equipment and supplies, including brochures, University folders, name badges and name plates, etc.
- Handles contract and payments with all vendors.
Web and Publications
- Ensures department website(s) are updated biannually.
- Works with other campus departments to gather current information for any updates.
- Troubleshoots any issues including broken web links; works with ITS to resolve any related issues.
- Analyzes content and structure in order to update websites, ensuring the site is user-friendly.
- Updates forms as needed with current branding.
- Other duties as assigned.
Minimum Qualifications
- Completion of a high school program, technical/vocational program, or their equivalents combined with related office work experience.
- Functional knowledge of and skill in standard office procedures and practices.
- Thorough knowledge of English grammar, spelling, and punctuation, and the ability to clearly communicate orally and in writing.
- Ability to perform basic mathematical calculations.
- Ability to use and quickly learn new office support technology systems and software packages such as, Microsoft Office, Adobe Acrobat, or equivalent office productivity software.
These entry qualifications would normally be obtained through completion of a high school program or its equivalent and some experience in an office environment.
Required Qualifications
- High degree of accuracy, attention to detail and organizational skills.
- Demonstrated proficiency with Microsoft Office, including Word, Excel, PowerPoint, and Visio.
- Demonstrated ability to work independently, without detailed instructions.
- Ability to organize and prioritize while performing multi-tasks.
- Experience reporting to management level.
- Effective oral and written interpersonal communication skills, use of discretion and ability to maintain confidentiality.
- Experience in Administrative Support Coordination.
- Experience working in human resources and payroll support.
Preferred Skills and Knowledge
- Equivalent to two years of progressively responsible administrative experience, plus a Bachelor's Degree or equivalent via four years of progressively responsible administrative experience.
- Knowledge of basic office equipment, including fax machines, photocopy machines, teleconference phones, and computer projection equipment.
- Knowledge of PeopleSoft applications.
- Experience working with a diverse population.
- Ability to learn and apply CSU policies and procedures.
- Experience with web publications.
- Experience in budgeting.
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.
