Salary and Benefits

PLEASE NOTE: The starting salary placement depends on qualifications and experience and is anticipated to be in the range of $3,879.00 per month to $5,683.00 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.

This position may be eligible to participate in the Cal State East Bay hybrid telecommute program subject to management approval. 

Classification

Administrative Analyst/Specialist, Non-Exempt

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

Please Note: Review of applications will begin on June 3, 2025.

The purpose of this position is to coordinate, facilitate, and unify the financial and Human Resources processes for all departments and programs within the College of Letters, Arts, and Social Sciences (CLASS) and within the College office itself while working closely with the College Budget Analyst, the Deans, and College staff.

Responsibilities

Bookkeeping and Finance:

• Review and process paper and electronic forms for the expenditure of College funds for various purposes.  Examples include special consultant contracts and employee reimbursements. Report findings of review to Deans as they arise.
• Track and report expenditures of College funds.
• Coordinate with respective units in Administration & Finance for any questions that arise as a result of college expenditures.
• Serve as backup for other College Budget Analyst(s) in the event of an absence in order to reconcile financials and generate reports of various funds and their activities within the College.
• Verify chartfield and account information for the Associate Dean as directed.
• Serve as backup to the Assistant to the Associate Deans in the event of an absence for the purpose of handling College office responsibilities as directed.  This includes, but is not limited to, tracking travel requests, and processing requests for travel reimbursements.
• Responsible for P-card purchases for the college office and for reconciliation of the P-card statement.
• Responsible for training ASCs of P-card use, requisitions, and ICT reviews.
• Be familiar with electronic (Adobe) Accounts Payable forms (e.g., check requests, invoices).

Payroll:

• Review all leave usage for the College and run an absence activity report.
• Coordinating with the appropriate administrator, review and approve student assistants and casual workers appointments for the College office.
• Coordinate with respective units in Administration & Finance (such as Payroll) on all unresolved issues for the College.
• Run payroll reports.
• Serve as backup for department admins within the College for payroll matters.

Contracts and Appointments:

• Liaise with Academic Affairs on the creation of recruitments for faculty and staff positions for the entire College.
• Liaise with Academic Affairs and respective College departments and programs on special consultant appointments.
• Liaise with Academic Affair regarding 2403 appointments for overload pay that falls under the 125% rule and assist with processing 2403 contracts.
• Guide department admins with questions or issues that arise as part of the faculty appointment process.
• Closely monitor the faculty appointment windows for each term and enforce deadlines as necessary.
• Responsible for one-on-one training of new department admins on processing lecturer contracts, which includes training on FTEs and WTUs, entitlements, overview of PageUp and hiring process, creating and revising contracts.
• Responsible for one-on-one training of new department admins on FERP appointments.
• Responsible for ongoing training of department admins in understanding Academic Affairs procedures and requirements for appointments of new lecturers.  This includes, but is not limited to, hands-on-training on all steps in creating and revising new lecturer contracts and initiating a PTR (formerly eSAF & eFAF).
• Responsible for orienting new Deans and Associate Deans of Faculty Affairs on how the College processes lecturer contracts, STLS, and 2403 appointments.
• Review and verify all faculty appointment data such as workload and time-base data with Academic Affairs.  Create and maintain a master list of part-time faculty appointments.
• Coordinate with College Human Resources specialist and guide department admins on the implementation of Human Resources procedures for hiring substitute faculty.
• Report on temporary faculty appointments each term or as is necessary to Academic Affairs.
• Be familiar with recruitment of staff using PageUp.
• Liaise with Associate Dean on 16^th unit appointments.
• Verify and review, and when necessary initiate, all appointment paperwork (electronic and hard-copy) received by departments or within the College (e.g., PTR, formerly eSAF and eFAF).
• Initiate eSARF process for faculty and staff requiring security clearance.
• In coordination with the appropriate administrator, Initiate and process employee separation clearance forms and procedures.
• Serve as backup for department admins within the College for faculty appointments.
• Review and track request to hire student assistants from ASCs in CLASS departments.

Office Work and Support to the Associate Deans:

• Serve as the front-line for Office Traffic.
• Review, correct and record information on faculty assigned time.
• Review, correct and record information on faculty workload.
• Provide administrative back-up for CLASS Departments and programs during temporary staff shortages in regards to contracts, faculty appointments, payroll, timekeeping and student assistants.

Minimum Qualifications

• A Bachelor's degree and/or equivalent training and administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs.
• General knowledge and skills in the applicable administrative and/or program field with a foundational knowledge of public administration principles, practices, and methods.

Preferred Skills and Knowledge

• Two (2) years of skilled office or vocational training.
• Thorough knowledge of University policies and procedures preferred.
• Two (2) years of bookkeeping/accounting experience.
• Attention to detail.
• Excellent organizational, recordkeeping, interpersonal, and written and oral communication skills.
• Able to manage multiple tasks and priorities efficiently, effectively, and accurately.
• Ability to communicate effectively with diverse students, faculty, and staff.
• Experience handling confidential information.
• Ability to work under pressure with constant interruptions.
• Ability to use PC and software (e.g., MS Word, Excel, Word Perfect, Internet).
• Knowledge of PeopleSoft software system.
• Ability to work evenings and weekends when needed.

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

All university programs and activities are open and available to all regardless of race, sex, color, ethnicity or national origin. Consistent with California law and federal civil rights laws, Cal State, East Bay provides equal opportunity in education and employment without unlawful discrimination or preferential treatment based on race, sex, color, ethnicity, or national origin. Our commitment to equal opportunity means ensuring that every student and employee has access to the resources and support they need to thrive and succeed in a university environment and in their communities. The CSU complies with Title VI of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act, the California Equity in Higher Education Act, California’s  Proposition 209 (Art. I, Section 31 of the California Constitution), other applicable state and federal anti-discrimination laws, and CSU’s Nondiscrimination Policy. We prohibit discriminatory preferential treatment, segregation based on race or any other protected status, and all forms of discrimination, harassment, and retaliation in all university programs, policies, and practices.

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.