Salary and Benefits
PLEASE NOTE: The starting salary placement depends on qualifications and experience and is anticipated to be in the range of $3,865.00 per month to $4,858.00 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 leave, 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
Under the general supervision of the Director of the Diversity & Inclusion Student Center (DISC) and Affinity Student Centers, the Office Manager provides administrative support for both the Affinity Student Centers and DISC. This includes but is not limited to, providing front line reception for the DISC office for students, staff, faculty and guests of the campus, while also providing administrative support to the Coordinators for the Affinity Student Centers. This position will work closely with, and assist in the lead work direction of, student assistants performing administrative tasks in support of the Director of the Affinity Student Centers.
Additionally, the Office Manager will perform project work and coordination, and support the policies, procedures, goals and objectives of all of the student centers and DISC. This position is responsible for logistics related to scheduled events (i.e., room reservation, Baysync set-up, copying/distributing posters, marketing, room set-up, registration, and trouble-shooting) as well as maintaining website(s), social media and marketing.
Further, the Office Manager will process the hiring and payment of undergraduate and graduate student assistants. The Office Manager will assist in the recruiting, hiring and training of all student assistants employed at DISC and the student center. This position will also be responsible for approving student assistants' payroll, coordinating and developing work schedules; making recommendations of student staff training needs and conducting in‐service training; keeping track of student assistant assignments and ensuring tasks are completed in a timely manner. The Office Manager functions as a backup to the front desk student staff; coordinates schedules using online calendaring system; processes contracts and purchase orders; maintains RSVP's for all department functions; makes physical arrangements for meetings; takes, prepares, and distributes notes and minutes to departmental staff; and performs other duties as assigned.
These duties are performed in a busy office environment with a high volume of traffic and telephone calls. Punctuality and regular attendance are essential functions of this position.
Responsibilities
Administrative Support for the Student Centers and DISC - Provide primary administrative support to the Director of the DISC and Affinity Student Centers and the Coordinators of the Affinity Student Centers.
The work activities include but are not limited to:
- Event logistics for DISC and Affinity Student Centers, and collaboration of events with other departments.
- Coordinate the production and distribution of marketing resources and materials related to all DISC and Student Centers’ events, workshops and activities.
- Greet and assist visitors; act as a source of information for internal and external constituents re: departmental programs and events.
- Prepare, update and modify communications for DISC and all Student Centers.
- Gather and prepare new information and updates to be published in the weekly department newsletter and on the department websites.
- Regularly post information on multiple social media sites about department events, activities and workshops that relate to and support Cal State East Bay faculty, staff, students and community members.
- Compile basic reports reflecting numbers and costs pertaining to department services.
- Track and reconcile office expenditures to ensure budget compliance.
- Assist with creating agendas, presentations, taking notes and following up as assigned.
- Serve as liaison at campus events as assigned.
Front Office Administration:
- Perform standard clerical work for DISC and all Student Centers, such as processing standard and electronic mail; prepare and compose correspondence, and other documents; arrange and schedule meetings; assist in troubleshooting office technology problems and systems; and perform other general office support and maintenance activities on a daily basis and in a timely manner.
- Provide professional communication in-person, and via email and telephone, with the larger campus community, students, faculty, and staff to assist or resolve problems - providing excellent customer service to all.
- Answer questions, refer to appropriate department/personnel, provide relevant information and transfer calls accordingly.
- Network to build campus relationships to expedite and coordinate work and projects; serve as a primary contact and/or resource to outside parties regarding university services.
- Assist department staff with scheduling meetings and events, and perform clerical work as needed.
- Assign work schedules, coordinate and provide lead work direction to student assistants in their supporting role to the department.
- Delegate and monitor progress of appropriate student assistant tasks and assignments.
- Create and maintain standard and electronic records or record keeping files on department activities, programs, or events; compile and prepare basic reports; use and maintain office support technology and systems such as word processing, desktop publishing, spreadsheets, and department software databases.
Coordinate Reservations:
- Coordinate all requests for services from the department.
- Serve as contact person for DISC and all Student Centers, working directly with groups and individuals to ensure the space is reserved, and set up as requested.
- Compile data gathered from reservation forms and event evaluations to help better guide the work of the department.
Other duties as assigned, including but not limited to:
- Proof and edit department correspondence and flyers.
- Serve on various university committees as a representative of the department.
- Professionally interact at all times with a variety of campus and community constituents.
- Maintain a master calendar of all cultural month events, and update the department webpage weekly.
- Gather and maintain data from cultural month activity evaluations.
- Prepare reports for the supervisor as directed.
- Contribute to team effort by accomplishing related tasks as needed.
- Other duties as assigned.
Minimum Qualifications
- Fully functional knowledge of and skill in standard office procedures and practices.
- Ability to understand and operate in a variety of organizational structures.
- Thorough knowledge of English grammar, spelling, and punctuation.
- Ability to clearly communicate orally and in writing.
- 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.
Required Qualifications
Knowledge:
- Comprehensive and detailed knowledge of applicable University infrastructure, policies and procedures.
- Thorough knowledge of office methods, procedures and practices.
- Thorough mastery of English grammar, punctuation, and spelling used to effectively present standard information in writing and verbally.
- Demonstrated competence in understanding, interpreting, and communicating procedures, policies, information, ideas, and instructions.
Skills and Abilities:
- Excellent customer service skills.
- Mastery of organizational skills - ability to effectively handle multiple tasks and prioritize accordingly.
- Ability to use standard office equipment.
- Proficiency with MS Office Suite (Excel, Word, Power Point).
- Experience with Google Applications (Mail, Calendar, Drive).
- Ability to understand problems from a broader perspective and anticipate the impact of office administration problems and solutions on other areas.
- Ability to respond to inquiries and explain standard policies and procedures to others.
- Cultural competency with sensitivity and ability to interact with diverse populations, comprised of various ethnic, socio-economic, cultural, and educational backgrounds in order to interact with all members of the University community effectively.
- Ability to apply independent judgment, discretion, and initiative to address problems and develop practical, thorough and, at times, creative solutions.
- Ability to perform standard arithmetic functions of a transactional nature, including tracking and comparing data.
- Work often involves front line contacts with a variety of campus and community individuals requiring active problem solving and highly effective interpersonal skills.
- Must be able to work some weekends and evenings as needed to coordinate and facilitate events.
- Must be able to lift up to 20 pounds to carry supplies and materials for the office and to help set up for events.
Preferred Skills and Knowledge
- Bachelor of Arts or Bachelor of Science.
- Two to three years of progressively responsible professional experience in administrative functions, experience in a University setting is preferred.
- Experience working with individuals with disabilities and disability awareness.
- Experience with Symplicity Software a plus.
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.
