Salary and Benefits

PLEASE NOTE: The starting salary placement depends on qualifications and experience and is anticipated to be in the range of $4,047.00/month to $5,032.00/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, 13 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 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). With an enrollment over 15,800 students, 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 October 31, 2025. 

This position serves as administrative support for the Departments of Criminal Justice (CRJ) and Hospitality, Recreation, and Tourism (HRT). Each responsibility area includes activities done in support of both CRJ and HRT’s state-support program, including any programs or activities funded by student fees (such as A2E2) and reasonably limited support of faculty or Department grant activities. The duties described below are relevant to both departments.

Responsibilities

Office Work 

• Front-line for all in-person and telephone traffic (e.g., students, staff, faculty, etc.) to the Department office.
• Send and receive mail and deliveries in coordination with the appropriate campus office.
• Track and order office supplies.
• Liaise with University offices such as (but not limited to) Facilities Management and Information Technology concerning services required by the Department; follow through on arranging for services as directed.
• When needed, arrange for rooming using the 25 Live system or other specified system.
• Create appointments for department chairs, student advisors, and other faculty or staff as directed.
• Organize and maintain confidential files and paperwork.
• Create and revise department webpages using Cascade (or other systems) as needed.
• Take minutes at Department meetings and distribute and/or post minutes as directed.
• File paper and electronic documents; scan documents as necessary.

Course Scheduling and Enrollment Management

• Manage the course schedule in the scheduling system; this includes, but is not limited to, entering, updating, and deleting classes.
• Liaise with the Registrar's office, campus scheduler, and other campus entities to ensure proper management of the course schedule and its components (most notably enrollment and rooming).
• Manage enrollment in specific coursework, assisting with add, drop, and withdrawals as needed.
• Retrieve reports on enrollment and admissions from various Pioneer Data sources, including (but not limited to) Pioneer Data Warehouse, Pioneer Analytics and Reporting, Singularity, and EAB.
• Process special registration petitions, late withdrawal forms, and other special enrollment procedures.
• Collect, track, and record workload and assigned time for faculty; report workload and assigned time to the College office.
• Track and publish faculty office hours.
• Prepare paper student evaluation forms in the event of a request for a paper evaluation.
• Other work in the area of course scheduling and enrollment management as assigned.

Contracts and Appointments 

• Appoint students, faculty, staff, consultants, and other workers as directed by the department chair. This includes, but is not limited to, creating SEAFs, submitting PTR requests to the College office, creating eFAFs, and contracts within PeopleSoft.
• Submit electronic systems access requests via eSARF or other process.
• Liaise with the College office to ensure proper appointment of personnel.
• Prepare position openings, job announcements, and lecture pool openings for posting.
• Be knowledgeable of University personnel policies; this includes but is not limited to Special Consultant Appointments and rules governing the appointment of student assistants (especially about financial aid); when necessary, inform students, faculty, and staff of these policies, especially when asked to perform work that may be counter to these policies.
• Record payroll for certification.
• Record employee leaves and absences.
• Process paperwork to hire student assistants or other hourly employees and approve timesheets as directed.
• Liaise with the leave coordinator and/or Academic Affairs to process leaves of absence as directed; this includes, but is not limited to, FML, catastrophic leave, leave of absence without pay, professional leave of absence, and sabbatical and difference-in-pay leave.
• Liaise with the College office on matters of contracts and appointments as required.
• Other duties as assigned within the area of contracts and appointments.

Financials, Procurement, and Logistics 

• Track and balance budgets for the department’s general fund, student fee funds, trust funds, grant funds, scholarship and donation funds, and other funds.
• Process expense claims, check requests, purchase orders, and other budget and financial transaction documents.
  
• Procure supplies, equipment, and/or services using various University procedures and guidelines, including processing check requests, purchase orders, and short-term limited scope forms.
• Balance and reconcile procurement card statements.
• Arrange and process hospitality requests and subsequent expense claims.
• Liaise with respective departments in Administration and Finance on matters of procurement, travel, risk management, and contracting for services.
• Knowledgeable of University financial, procurement, and logistics policies; this includes, but is not limited to, the CSU Conflict of Interest Handbook, the CSU Travel Procedures, the CSUEB Hospitality Policy, and the Procurement Card (P-Card) program; when necessary, inform students, faculty, and staff of these policies, especially when asked to perform work that may be counter to these policies.
• Liaise with the College office on matters of procurement and logistics as required.
• Other duties as assigned within the area of financials, procurement, and logistic.

Required Qualifications

• Excellent organizational, recordkeeping, and interpersonal skills.
• Experience with Microsoft Excel, especially related to bookkeeping and/or simple fund accounting.
• Ability to manage multiple tasks and priorities efficiently, effectively, and accurately.
• Excellent attention to detail.
• Ability to communicate effectively with diverse student, faculty, and staff population.
• Ability to use the Internet to research and gather information.
• Ability to work under pressure with constant interruptions.

Minimum Qualifications

• Completion of a high school program, technical/vocational program, or their equivalent, combined with related office work experience.
• Functional knowledge of and skill in standard office procedures and practices.
• Thorough knowledge of English grammar, spelling, and punctuation, and the ability to clearly communicate orally and in writing.
• Ability to perform basic mathematical calculations.
• Ability to use and quickly learn new office support technology systems and software packages, such as Microsoft Office, Adobe Acrobat, or equivalent office productivity software.

Preferred Skills and Knowledge

• Two years of skilled office experience or vocational training.
• Thorough knowledge of California State University policies and procedures.
• Experience handling confidential information is highly.
• Knowledge of, or experience with, the PeopleSoft system.

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.

CSU Vaccination Policy

CSU requires faculty, staff, and students who are accessing campus facilities to be immunized against COVID-19 or declare a medical or religious exemption from doing so.  Any candidates advanced in a currently open search process should be prepared to comply with this requirement. The systemwide policy can be found at https://calstate.policystat.com/policy/9779821/latest/ and questions may be sent to hr@csueastbay.edu.