Salary and Benefits
PLEASE NOTE: The starting salary placement depends on qualifications and experience and is anticipated to be in the range of $3,791.00 per month to $4,410.00 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, 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 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
This is a full-time, temporary position through June 30, 2025, with the possibility of reappointment.
The East Bay Small Business Development Center (SBDC) at the College of Business and Economics, provides consulting services and training to small businesses to assist them in obtaining financing, market effectively, and manage operations to grow their businesses and generate the economic impact and job growth for the East Bay region.
This position will perform a variety of functions; related duties include providing support to East Bay SBDC Executive Director, Director, consultants, trainers, and programs in both Alameda and Contra Costa counties. The Administrative Support Coordinator is responsible for: assisting East Bay SBDC Directors with setting up and promoting programs, program and workshop registration, attendance and reporting, assisting clients emails and phones, and to answer any questions related to SBDC programs, services, resources, events, and deadlines, initial intake interviews and scheduling appointments with advisors. This position coordinates SBDC student assistants, SBDC events and maintains records for the events. This position will also assist the executive director and director with processing purchase requisitions, purchase orders, check requests, expense reimbursements and monthly payment reconciliation and with quarterly and annual program reporting, fiscal reporting and billing.
Responsibilities
Administrative support for East Bay SBDC:
- Provide support to the East Bay SBDC Executive Director, Director, consultants, trainers and programs in both Alameda and Contra Costa counties
- Assist East Bay SBDC with setting up and promoting programs, trainings and workshops registration, attendance and reporting
- Assist East Bay SBDC clients, emails and phone calls, and to answer any questions related to SBDC programs, services, resources, events, and deadlines
- Assist East Bay SBDC clients with initial intake interviews, scheduling appointments with directors or advisors for their consulting needs
- Coordinate student assistant assignment and their work with clients
- Assist with Neoserra record keeping and payroll time reporting
- Assist East Bay SBDC Executive Director and Director on updating client records, verifying and inputting advisor’s economic impact data, generating reports, and administering surveys using SBDC’s Neoserra system
Assist with SBDC with processing payments:
- Process purchase requests for independent contractors, consultants, and speakers
- Process vendor data records and purchase orders for independent contractors, consultants, and speakers
- Assist with Independent contractor contracts
- Process invoice payments from independent contractors, consultants, and speakers
- Process check requests for independent contractors, consultants, and speakers
- Process expense reimbursements
- Process travel claims and payment requests
- Reconcile SBDC payment records with General Ledger or payroll records
- Assist with SBDC quarterly billings with the SBDC Regional Center
Assist with SBDC monthly, quarterly and annual reporting:
- Assist with monthly, quarterly and annual SBDC program reports, fiscal reporting and billing processes
Administrative support for SBDC events and other duties:
- Coordinate events including facilities arrangement, logistics support and registrations
- Attend and assist with events, meetings and webinars
- Reconcile event records in database tracking system
- Assist Directors and other staff as assigned
Other duties as assigned
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
- Experience to be fully functional in all technical aspects of work assignments
- Thorough, detailed knowledge of applicable university infrastructure, policies, and procedures
- Thorough knowledge of office systems and ability to use a broader range of technology, systems, and packages.
- Ability to independently handle multiple work unit priorities and projects
- Ability to apply independently a wide variety of policies and procedures where specific guidelines may not exist.
- Working knowledge of budget policies and procedures
- Ability to perform standard business math, such as calculate ratios and percentages, track financial data, and make simple projections
- Ability to draft and compose correspondence and standard reports
- Ability to handle effectively a broader range of interpersonal contacts, including those at a higher level and those sensitive in nature
Required Qualifications
- Computer skills required including proficiency in Word, Excel, PowerPoint, webinar software (Zoom and Team) - skills in WordPress and Marq or Canva are a plus
- Ability to conduct online research, manage a database, and learn new software applications
- Willing to travel for events within Northern California
- Read, comprehend and interpret written materials (policies) of moderate to complex difficulty
- Ability to learn new, complex topics easily
- Excellent writing and verbal communication skills
- Detail-oriented with excellent organizational and multitasking abilities
Preferred Skills and Knowledge
- Bachelor's degree in Business Administration, a related discipline, or equivalent experience
- Experience in administrative support
- Experience with PeopleSoft, or other institutional accounting system
- Experience working with federal and/or state grants
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 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.
