Office Manager - Administrative Support Coordinator II
SALARY AND BENEFITS:
The starting salary will be between $3,600.00/month and
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 https://www.csueastbay.edu/hr/benefits/index.html
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:This position is responsible for the coordination of the full scope of administrative support to the Chairs, faculty, and students in two academic Departments, History and Philosophy. The Administrative Support Coordinator is the Office Manager for the two Departments, and ensures that they operate efficiently. This position helps to achieve Department, College, and University mission and goals. It has significant autonomy in decision making regarding resolving common problems. This position is responsible for maintaining departmental records (physical and digital) and interacting with other offices and departments across the campus. Much of the work requires specialized knowledge and training and involves confidential data. Particular emphasis is placed on duties concerning scheduling courses, personnel and student assistants, contracts, managing department physical and digital records, student support, and special events. Persons within and outside the Departments rely on the person in this position to handle the administration of the History Department and Philosophy Department office. The position is responsible for having a thorough knowledge of Department, College, and University policies and academic deadlines, as well as State and Federal regulations. This position is responsible for managing daily Department operations for the Departments of History and Philosophy, including meeting the needs of their faculty, students, and other staff and efficiently handling the management of multiple tasks simultaneously (including daily operations as well as special projects). The employee must have excellent administrative and organizational skills as well as communications and public relationship skills and must be able to prioritize a wide variety of tasks. The employee must be able to work well with a diverse population and communicate with persons for whom English is not their first language. Duties include assisting students with questions related to programs, scheduling, registration, and graduation. The employee must protect the confidentiality of information related to students, faculty, and staff. This position is responsible for maintaining Department records (both physical and digital) for the History Department and Philosophy Department, and providing data upon request to the appropriate persons (e.g., Chairs, College, and other University offices). RESPONSIBILITIES: Department Administration for the Department of History and Department of Philosophy
Maintain department records, whether physical hard
copies or digital files, in an orderly fashion.
Maintain systematic and efficient office
Work with department faculty and staff in a
Maintain confidentiality when dealing with personnel
matters and student records.
Resolve problems or refer issues and parties to the
Implement improvements to department processes, both
self-initiated and through outside direction.
Serve as a liaison with other departments and offices
across the University.
Participate in regular staff meetings and required
and/or desired staff trainings.
Participate in department meetings, as requested by
Check email (both personal and department accounts)
and office phone voicemail daily, where unable to answer phone
Enter class schedules each academic term in
consultation with Department Chairs.
Make appropriate changes to class schedules as
Maintain Department repositories of course syllabi in
Maintain lists of faculty office hours each semester,
and ensure publicly posted on department websites, office doors,
and department bulletin boards.
Contact instructors as needed by Chairs to complete
course schedule each semester.
Coordinate wait lists, class rosters, and enrollment
with University offices (College office and Academic Programs and
Services especially) and keep Chairs and instructors informed.
Handle department personnel and payroll matters,
including appointments for new faculty and staff, as well as
Process temporary faculty (lecturer) contracts in
PeopleSoft; maintain records of teaching load (WTUs) and
entitlements for lecturers in collaboration with the College
Prepare payroll and attendance records for staff and
student assistants as needed.
Assist program coordinators (for example, faculty
advisors, Graduate Coordinator or Single Subject Matter Preparation
Program advisor), and with student applications and degree
Assist students in completing university and
Registrar’s forms in consultation with chairs and faculty
Coordinate the recruitment of new faculty and staff
using PageUp or equivalent.
Assist search committee in scheduling interviews and
notifying candidates, in consultation with Chairs, Associate Dean,
and Human Resources.
Assist with routine maintenance of department
websites (such as updating contact information or office hours),
which requires specialized training in Cascade.
Send announcements to students using Blackboard
mailing lists in consultation with Chairs.
Ensure correctness of Blackboard user lists for
undergraduate and graduate organizations, including for faculty,
staff, and appropriate student groups.
Routine check and collection of Student Listings
relative to History and Philosophy programs in Pioneer Data
Warehouse, at the request of chairs or other University offices,
for planning and reporting purposes.
Provide verbal, written, or online information about
Department programs upon request to potential students, College
office, and other departments.
Answer common questions about courses and
Respond to student questions or refer them to Chairs
Support chairs and faculty in communications with
alumni and donors, in consultation with University Advancement;
assist faculty coordinators in maintenance of mailing and contact
lists for alumni and donors.
Assist students with registration problems, or refer
them to the Chairs or advisors.
Coordinate and ensure timely textbook adoptions among
Communicate department advising procedures to
students and maintain digital files for faculty advising
assignments; work with chairs to ensure timely email submission of
digital major checks to graduation evaluators.
Support preparation of department brochures or
promotional literature for special events and recruitment mailings
or digital outreach.
Facilitate maintenance/service requests from
initiation through satisfactory completion.
Assist faculty in completing travel authorizations
and processing reimbursements. Keep up to date with policy changes
and communicate these changes to faculty.
Facilitate securing voting and balloting for
departmental elections, whether through digital or hard-copy
Organize and maintain Mailroom files and mailboxes
for Departments of History and Philosophy.
Organize and maintain SF 442 office (filing cabinets
and desks), as both workstation and welcoming office for
Manage Department budgets in accessible online
formats (such as Google sheets), including General Fund, A2E2
funds, CERF account, donor, and scholarship funds in consultation
with Department Chairs, the College office, and University
Assist in completing short-term limited scope and
campus affiliate contracts, as requested by chairs or
Use data from CFS to reconcile accounts and ensure
timely, accessible budget information for department chairs and
Ensure that all College, University and CSU rules and
regulations are followed concerning budget and purchasing
Handle all department office supply orders and POs.
Hold and maintain University issued Procurement card. Complete
monthly ProCard report per guidelines.
Identify/resolve discrepancies/problems with
Identify/inform appropriate authorities about billing
problems and resolve problems.
Coordinate requests Duplicating Services and ensure
maintenance of Pharos Print copiers.
Possess signature authority for Office supplies,
faculty/staff/student assistant attendance, leave accounting, key
cards; possess signature proxy for Chair, as appropriate.
Support department scholarship communication,
applications, and awards under the general direction of the Chairs
and Scholarship Coordinators.
Coordinate department events including announcements,
hosting, room reservations, hospitality, set-up, and clean-up, in
consultation with chairs or event sponsors.
Represent the Department at University functions such
as informational events for recruiting new students, upon direction
Coordinate annual or semi-annual mailings to donors,
alumni, and students by preparing mailing labels, envelopes, and
REQUIREMENTS:Knowledge of and/or demonstrated ability to learn:
Federal regulations: Affirmative Action/hiring
regulations, Right to Privacy laws and University procedures
relevant to these laws.
Campus policies regarding faculty and lecturers,
including those maintained by Academic Affairs and the Academic
University regulations (e.g., Human Resources,
Payroll, Budget, Travel, etc.), University Catalog, Schedule of
Classes, various memos and policies issued by University
Department programs, described in digital/online
and/or hard copy brochures and flyers.
Basic fiscal management, accounting, and bookkeeping
English grammar, punctuation and spelling.
Intermediate math skills.
Google Suite of products, especially the use of
shared drives and files; common productivity and enterprise
software (e.g., Microsoft products, PeopleSoft, Cascade,
Interpret and enforce a wide variety of policies and
procedures/regulations (Department, College, University, State, and
Implement plans that will meet University
Initiate and adapt to change.
Research/analyze/organize information, compose
information into "report" format, present it to appropriate
authorities (Chairs, faculty, College Office, administrative
Know where/how to seek answers to questions.
Listen to, receive, and understand messages conveyed
Establish/maintain effective/cooperative working
relationships, and create a “team” identity among coworkers, while
cultivating and maintaining a positive, productive, and safe/secure
Exercise initiative and resourcefulness, including
being a self-motivator.
Work without supervision during Chair absences.
Set work priorities (with sensitivity to potential
conflicts/problems), and assign deadlines.
Exercise initiative and resourcefulness.
Use fiscal management and bookkeeping
Use of the Google Suite of applications, including
for word processing, communication, and information sharing among
specific groups of individuals.
Use of enterprise software or applications, such as
PageUp, Zoom, Blackboard, Cascade, PulseSecure, Qualtrics,
Microsoft, etc., as needed by the departments.
Write in the English language (e.g., recognize, spell
and use technical terminology properly; composing, editing, and
Meet critical academic deadlines.
Work in a diverse "team" environment.
- Work under pressure. The above performance expectations are accomplished in a friendly, courteous and respectful manner.
Flexibility, with rapid and sound problem solving
skills and critical thinking ability.
Interactive skills used to achieve results and
Effective written and verbal communication
Superior organizational skills utilized in balancing
a large and varied workload in a fast-paced environment.
Knowledge of online student, financial, human
resource database programs.
Familiarity with Windows based computer operating
Experience in preparing reports and maintaining
records in a digital work environment, with extensive information
sharing regulated by federal, state, and university policies.
Attention to detail and a commitment to completing
Strong work ethic, with the ability to work
Requires a 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. Additionally, incumbents are expected to have a thorough knowledge of English grammar, spelling, and punctuation and be able to clearly communicate orally and in writing. Some positions 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.
PREFERRED SKILLS AND KNOWLEDGE:
Office experience at a college or university.
Completion of two or more years of college.
Office management experience.
- 3-4 years of related office work experience.
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.
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.
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
Cal State East Bay is not a sponsoring agency for Staff or Management positions.
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.
HOW TO APPLY:
Please visit www.csueastbay.edu/jobs and under New Employment Site, please click on Faculty, Staff and Management Employment Opportunities.