Job Details

Join to apply for the Department Administrative Support Coordinator role at California State University - East Bay.

Salary and Benefits

The starting salary placement depends on qualifications and experience and is anticipated to be in the range of $4,367.00 per month to $5,430.00 per month (Step 1 - Step 12). 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. 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

Review of applications will begin on January 7, 2026. This is a full?time position shared equally between two Academic Affairs Units, Distance Education/Online Masters Program in Speech?Language Pathology (SLP) and Office of Research and Sponsored Programs (ORSP). For SLP, this position provides general office and administrative support and coordination to the Distance Education/Online Masters Program in SLP and is a 0.5 FTE position working 20 hours per week. For ORSP, this position is responsible for providing a broad range of administrative and clerical day?to?day support functions for ORSP.

Responsibilities

Office Work

• Front?line for all in?person and telephone traffic as well as initial emails to the program.
• Send and receive mail and deliveries in coordination with the appropriate campus office.
• Liaise with University offices such as Information Technology concerning services required by program faculty, administrators, or students.
• Schedule meetings and arrange for rooming using the 25 Live system, electronic calendaring, or other specified system.
• Organize and maintain confidential files and paperwork for students.
• Create and manage academic student advising documents.
• File paper and electronic documents; scan documents as necessary.
• Request and post faculty office hours.
• Confirm book orders are submitted to the Pioneer Bookstore.
• Take and maintain program administration meeting minutes.
• Manage communications to future and current students using Canvas, PeopleSoft, and graduate program application system.
• Create surveys using Google or Qualtrix to gather data for graduate program evaluation.
• Manage all aspects of special events as needed including registration forms, parking permits, processing payments, facilities reservations, hospitality, and event logistics.

Financials, Procurement, and Logistics

• Process expenses: expense claims, purchase orders, and other budget and financial transaction documents.
• Procure supplies, equipment, and/or services using various University procedures and guidelines.
• Liaise with respective departments in Administration and Finance on matters of procurement, travel, risk management, and contracting for services.
• Be knowledgeable of University financial, procurement, and logistics policies; inform students, faculty, and staff of these policies when necessary.
  
• Liaise with the College office on matters of procurement and logistics as required.
• Other duties as assigned within the area of financials and logistics.

Course Scheduling and Enrollment Management

• Create and manage the course schedule, including creating, updating, and deleting classes.
• Liaise with the Office of the Registrar, Campus Scheduler, and other campus entities to ensure proper creation and management of the course schedule.
• Assist students with records forms.

Contracts and Appointments

• Appoint faculty, staff, consultants, and other workers as directed by the Program Coordinator.
• Create SEAFs, PTRs and contracts within PeopleSoft.
• Create and manage faculty recruitments using PageUp.
• Submit electronic systems access requests via eSARF.
• Work with chair/Program Coordinator to update lecture pool openings.
• Be knowledgeable of university personnel policies.
  
• Other duties as assigned within the area of contracts and appointments.
• Record payroll for certification.

ORSP and AVP Support

• Supports the AVP for the ORSP and the operation of ORSP by handling day?to?day complex administrative tasks in a timely fashion.
• Scheduling meetings, calendar support for the AVP, purchasing supplies and services for the office.
• Maintains ORSP and ensures that the office is staffed and office supplies are available for use.
• Monitors and provides updates to the AVP regarding office needs and helps with budget planning, expense transfers, student hiring paperwork, etc.
• Supports Faculty Directors, MPP, and staff in the office with travel arrangements, purchasing supplies, student hiring and travel paperwork for research competitions.
• 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.
• Knowledge of business mathematics beyond basic arithmetic.
• Ability to use and quickly learn new office support technology systems and software packages.
• High school program, technical/vocational program, or equivalent combined with several years of related office work experience.

Required Qualifications

• Excellent organizational, record?keeping, interpersonal, and written and oral communication skills.
• Ability to manage multiple tasks and priorities efficiently, effectively, and accurately.
• Excellent attention to detail.
• Ability to communicate effectively with diverse students, faculty, and staff.
• Proficiency in Microsoft Office, Adobe Acrobat, or equivalent office productivity software.
• Ability to use the Internet to research and gather information.
• Ability to work under pressure with constant interruptions.

Preferred Skills And Knowledge

• Bachelors degree.
• Two years skilled office experience.
• Knowledge of California State University policies and procedures.
• Experience handling confidential information.
• Knowledge of, or experience with, the PeopleSoft system.

Condition(s) of Employment

Satisfactory completion of a background check (including LiveScan, as appropriate) is required for employment.

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, Californias Proposition 209, and other applicable state and federal anti?discrimination laws. 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.

Seniority Level

Entry level

Employment Type

Full?time

Job Function

Administrative; Industries: Higher Education