Salary and Benefits
PLEASE NOTE: The starting salary placement depends on qualifications and experience and is anticipated to be in the range of $3,864.00 per month to $5,508.00 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 I
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 limited supervision of the Director of University Parking & Transportation Services, the Parking Coordinator works independently to coordinate and provide operational support throughout the department. This position oversees the issuance and billing of parking permits and other accounts receivables; management of parking citation appeals and collections; special event parking accommodations; and assistance with customer service by resolving customer problems. The Parking Coordinator will handle cash and other forms of payments, reconcile, and perform collections. In addition, this position supervises 12-15+ Student Assistants who enforce parking on campus. The Parking Coordinator oversees day-to-day operations of the department, providing assistance to faculty, staff and students who call, email or visit the Parking & Transportation office. This position will also give insight into the parking budget and will provide a full range of support functions in support of the Parking & Transportation Services Budget.
Responsibilities
Coordinates Parking Program:
- Oversee day-to-day operations, including answering phones and emails related to parking.
- Ensure office supplies are stocked for daily business operations.
- Document and implement functional area policies and procedures, and train department staff.
- Handle billing and reconciling of funds deposited into the Parking Fund.
- Oversee the e-Permit program, including fulfillment, billing, and reconciling.
- Oversee the Citation Review Process, including issuance, review, and hearing cases in accordance with the California Vehicle Code.
- Coordinate the maintenance of parking meters and dispensers.
- Coordinate and fulfill requests for non-citing or reserved parking spots.
- Coordinate parking for University Departments and public events, ensuring compliance with policies and staffing needs.
- Organize necessary signage, flags, barricades, maps, or passes for parking purposes or events, ensuring correct verbiage is used on all written materials.
- Conduct parking surveys and analyze data.
- Provide and update information regarding parking regulations.
- Act as the main liaison between the University and Parking Management Bureau for parking enforcement issues, including coordination with Parking Management Bureau for ticket writer maintenance and reporting.
- Coordinate yearly inventory and other parking-related matters with the Chancellor's Office.
- Handle customer service requests for parking permits and citations escalated from staff, faculty, students, and guests.
- Coordinate maintenance and updates of the Parking & Transportation Services website.
- Oversee the preparation of special event and reservation billings, collections, bookkeeping, correspondences, and report generation.
- Count money tills for special event parking lot attendants and balance bags and receipts.
- Track permit sales and citation payments.
- Conduct 1st Level Administrative Reviews of parking citations daily.
- Notify the Parking Department of recurring issues resulting in parking citations that may need to be addressed.
- Order, distribute, and reconcile parking permits issued to or received from retail and online sales channels.
- Collaborate with other campus departments and external groups to ensure sufficient parking for special events without significantly impacting on-campus parking needs.
- Initiate invoices for the collection of permit purchases and accounts receivables from campus departments and off-campus organizations.
- Create and manage parking citation payment plans, and follow up with necessary collections activities.
- Initiate and complete customer refund documentation for parking permit refunds and dismissed parking citations.
- Maintain inventory of parking permits, printed literature, citations, enforcement supplies, and other consumables.
- Prepare reorders, communicate with vendors, and make recommendations for the purchase of equipment and supplies.
- Inventory, install, and support new equipment.
- Perform preventative maintenance and troubleshooting of cash counting machines, online services kiosks, sales receipt printers, and other parking equipment.
- Prepare equipment for Return Merchandise Authorization shipment to vendors when necessary.
Coordinate parking permit issuance, parking citation processing, event parking, and resolve customer service requests:
- Oversee the ordering, distribution, and reconciliation of parking permits from both retail and online sales channels.
- Collaborate with other campus departments and external groups to ensure sufficient parking for special events without significantly impacting campus parking needs.
- Process and record parking permit and citation payments in the T2 Flex parking management system and prepare deposits for delivery to the depository under Police escort.
- Apply late charges and other fees to parking citations as per policies, procedures, and applicable statutes, such as the California Vehicle Code.
- Generate invoices for the collection of permit purchases and accounts receivables from campus departments and off-campus organizations.
- Establish and oversee parking citation payment plans, and conduct any necessary collections activities.
- Handle customer refund documentation for parking permit refunds and dismissed parking citations.
- Enter parking citations and appeals into the T2 Flex parking management system, and generate, collate, mail, and file parking citations, delinquent citations, amended citations/complaints, citation appeals, and other notices as required by policies, procedures, and applicable statutes, such as the California Vehicle Code.
- Address parking permit and citation customer service requests from other staff.
- Participate in relevant University committees.
- Coordinate and attend meetings and orientations with campus groups to discuss parking issues and policies, and provide information about parking and parking issues to campus groups as requested.
- Maintain professional relationships with external parking professionals and vendors, respond to requests, and stay updated on best practices, industry developments, and technological advancements.
Coordinates Parking Staff:
- Coordinate the planning and provide comprehensive training for student staff positions, which include 12-15+ parking student assistants and 1-2 future student parking lead positions.
- Review training methods annually to effectively prepare staff.
- Coordinate the recruitment and selection of student staff positions, including 12-15+ parking student assistants and 2 student parking lead positions.
- Be responsible for scheduling, supervising, and evaluating student staff positions.
- Update the staff manual for all parking student assistants, lead positions, and student administrative assistants.
- Provide lead work direction to student staff to ensure effective administrative workflow.
- Offer oversight and guidance to student assistants regarding the appropriate application of rules, regulations, procedures, and policies.
- Coordinates student staff activities related to parking for special events held on campus.
- Provides limited enforcement in the field when no staff or limited staff is available for coverage.
Other Duties and Support Functions:
- Regularly review job tasks and responsibilities with the manager.
- Prepare and update position, calendar and procedures.
- Document functional area policies and procedures, and train departmental staff in their implementation.
- Coordinate all aspects of transition for the opening and closing of office and information kiosks.
- Refer specific questions and problems to the appropriate university and departmental personnel.
- This position has been identified to have significant responsibility for student and campus activities, and will be required to function as a Campus Security Authority (CSA) under the Clery Act. In accordance with CSU Executive Order 1107, Implementation of the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the incumbent will be responsible for reporting allegations of Clery Act crimes to the University Police Department and/or the University Clery Director.
- Responsibilities of the CSA include:
- Report all alleged Clery Act Crimes in a timely manner.
- Report any alleged Clery Act Crimes that are reported to the incumbent using the online CSA Reporting Form.
- Complete annual training requirement.
- Performs other duties as assigned.
Minimum Qualifications
- 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.
- Thorough knowledge of English grammar, spelling, and punctuation and be able to clearly communicate orally and in writing.
- 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.
Required Qualifications
- Excellent customer service skills.
- Experience in an office environment.
- Knowledge of software programs, including but not limited to Office, PageMaker, Photoshop, etc.
- Ability to work in a fast-paced environment.
- Ability to multitask.
- Knowledge of software applications: word processing, spreadsheet, database management.
Preferred Skills, Knowledge, and Abilities
- A Bachelor's Degree or equivalent experience.
- Excellent public relations skills.
- Excellent verbal and written communication skills.
- Knowledge of applicable university infrastructure, policies, and procedures.
- Knowledge of web design and web page maintenance.
- Knowledge of budget policies and procedures.
- Experience supervising staff and students.
- Analyze information and project future needs and outcomes as they relate to the data.
- Maximize productivity through use of appropriate tools, planned training and performance initiatives.
- Research and develop resources that create timely and efficient workflow.
- Identify and determine the cause of problems or issues.
- Develop and present recommendations for improvement of established processes and practices.
- Recommend initiatives and changes to improve quality and services.
- Implement guidelines to support the functions of the unit.
- Prepare progress reports, inform supervisor of project status, and deviation from goals.
- Ensure completeness, accuracy and timeliness of all operational functions.
- Maintain contact with customers and solicit feedback for improved services.
- Perform accurately in a detail-oriented environment.
- Handle multiple work priorities, organize and plan work and projects.
- Maintain confidentiality and appropriately handle sensitive communications with employees and external agencies.
- Independently apply a wide variety of policies and procedures where specific guidelines may not exist.
- Troubleshoot most office administration problems and respond to all inquiries and requests related to parking services.
- Analyze operational and procedural problems and develop, recommend, and evaluate proposed solutions.
- Compose and appropriately format correspondence and reports.
- Perform standard business math such as calculate ratios and percentages, track financial data, and make simple projections.
- Quickly learn and apply a variety of state, federal, CSU, and SJSU policies and procedures.
- Ability to learn Peoplesoft and parking services related software programs.
- Schedule employees to provide the best coverage for the shifts based on customer and department needs.
- Instruct and supervise others to ensure their completion of the assigned work.
Special Conditions
- Able to lift 50+ pounds
- This position has been identified to have significant responsibility for student and campus activities, and will be required to function as a Campus Security Authority (CSA) under the Clery Act. In accordance with CSU Executive Order 1107, Implementation of the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the incumbent will be responsible for reporting allegations of Clery Act crimes to the University Police Department and/or the University Clery Director.
Responsibilities of the CSA include:
- Report all alleged Clery Act Crimes in a timely manner
- Report any alleged Clery Act Crimes that are reported to the incumbent using the online CSA Reporting Form
- Complete annual training requirement
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.
