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Office Manager -- Administrative Support Coordinator I

Employer
California State University- East Bay
Location
California, United States
Salary
Salary Not Specified
Date posted
Oct 10, 2022

Job Details



Salary and Benefits

The starting salary placement depends on qualifications and experience and is anticipated to be in the range of $3,610.00/month to $4,500.00/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, 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). 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 reports to the Director of Admissions and provides administrative assistant support to the Admissions Office. The position maintains electronic calendars, prepares daily calendars with pertinent documents or correspondence, arranges for meetings and conference calls, makes travel arrangements, and prepares & assembles detailed reports and other materials.

The incumbent records and tracks all items in the budget, preparing purchase orders, check requests, maintaining summaries of accounting transactions and reconciling accounts in PeopleSoft. when needed. Other responsibilities include tracking absence reporting for all staff, running reports in the data warehouse and updating monthly and annual reports, handling payroll and human resource issues for the departments, coordinating supply and technical needs, assisting with other confidential matters, and handling contracts and payment to vendors.

The incumbent takes messages and relays the information to the Director or Associate Director as appropriate in the rare cases where complaints and referrals from the President’s and Vice President’s office happen. In addition, the position coordinates projects and agendas with other departments and divisions, including meeting arrangements and materials.

Responsibilities

Provides administrative assistant support
  • Maintains electronic calendars, department leave calendar, and management staff calendars.
  • Maintains all departmental files, including various spreadsheets and Google sheets.
  • Files paper and electronic documents; scanning of documents as necessary.
  • Checks voicemail and answers inquiries from other departments, including the President’s and Vice President’s Offices.
  • Prepares, reviews, and submits travel requests and claims for department.
  • Makes all travel arrangements and processes all travel claims.
  • Prepares and assembles detailed reports and other materials.
  • Prepares correspondence and runs errands.
  • Coordinates and schedules meetings: books location through 25Live, prepares agendas and records meeting notes as needed.
  • Updates and maintains the organizational chart in specialized software, rosters and Empl/Net ID lists.
  • Prepares and distributes communications for students and staff.
  • Sets up, maintains, and updates list serves for email communications.
  • Updates and maintains Admissions directories.
  • Picks up and distributes parking permits for all staff in Admissions and Registrar’s Offices annually.
  • Ensures all spaces are tidy and arrange for custodial services as required.
Office Management
  • Arranges for meetings and conference calls. Includes sending out for agenda items, assembling agendas, and producing materials for distribution. Also, records notes for specific meetings.
  • Coordinates room reservations for staff and intra-staff meetings and food service when needed. Schedules rooms through 25Live and runs reports.
  • Coordinates and/or leads projects with other departments and divisions on campus.
  • Runs reports in the data warehouse and updates monthly reports tracking Admissions activities, and analyzes data for trends. Suggests new reports that will provide useful data in reporting activities to other departments on campus and record accomplishments and changes over time.
  • Registers staff for attendance at conferences and meetings outside the University.
  • Prepares new and renews memberships for managers and staff.
  • Revises forms related to admissions and transfer credit, offering suggested changes where needed.
  • Handles a broad range of interpersonal contacts, including those at a higher level and sensitive in nature from on and off campus persons.
  • Coordinates with campus wide departments to gather and assemble information related to enrollment and fee deadlines.
  • Coordinates all telephone, IT and equipment needs for the department, including office moves, equipment services, equipment and supply purchases, and removal of confidential destroy documents.
  • Tracks and monitors office supplies and reorders when needed.
  • Utilizes knowledge and understanding of underlying operational issues to create, compose and edit technical and administrative correspondence, documentation, brochures, reports, presentations and other complex documents.
  • Makes recommendations on how to improve efficiencies in the office and implement changes.
  • Maintains all supplies, including admission packets, brochures and letterhead, keeping track of stock and placing orders when needed; researches vendors for best prices and sends out bids if necessary; and create purchase orders.
Human Resource and Payroll Support to the Department
  • Coordinates all processes related to onboarding new staff/students or staff/students leaving the University, including key requests, requests for access (eSARFs) and related paperwork.
  • Prepares eSAFs for all staff changes, such as new hires and promotions and all SEAFs for student assistants.
  • Picks up pay checks and distributes to staff on a monthly basis.
  • Coordinates absence reporting and all related payroll forms and reports.
  • Trains all new staff/students on H/R and Payroll policies and procedures, including time off requests, performance evaluations, routine meetings, etc.
  • Trains new staff on the online absence reporting system. Tracks all absence reporting, and notifies staff and supervisors on any changes that may affect their status and paycheck, and provides support for questions on how to record time, partial days, overtime, etc.
  • Works with payroll to resolve issues or correct problems in the PS systems as they occur.
  • Works with HR, Risk Management and Payroll on confidential matters pertaining to FML and other disability programs providing the required documentation and paperwork.
  • Enters absence/leave time in PeopleSoft for staff/students when needed.
Web and Publications
  • Coordinates, updates, and creates all Admissions and Prospective Students related websites.
  • Works with other departments to gather current information for any updates.
  • Troubleshoots any issues including broken web links; works with Web services to resolve any issues.
  • Analyzes content and structure in order to update websites and make more user friendly.
  • Updates form as needed with current branding.
  • Serve as the department representative for any university web redesign projects.
Budget Related Activities
  • Assists the Budget Coordinator and serves as a backup for all budget related activities, including, but not limited to.
  • Processes, tracks, all budget and expense transfers. Reconciles with expenditures and provides management with monthly budget status reports.
  • Processes purchase orders, service requests, and check requests for reimbursements and payment to vendors and staff.
  • Maintains and reconciles monthly procurement credit card purchases and report for Accounting.
  • Performs cost analysis for most purchases and reports the impact on the budget.
  • Coordinates the purchase of new equipment and supplies, including brochures, University folders, transcript and diploma envelopes and paper, name badges and name plates, etc.
  • Handles contract and payments with all vendors, including Bay Central, National Student Clearinghouse, Paradigm Diplomas, Credentials Inc. and Digital Reel.
Other duties as Assigned

Required Qualifications
  • High degree of accuracy and attention to detail and organizational skills.
  • Ability to organize and prioritize while performing multi-tasks.
  • Ability to learn and apply CSU policies and procedures.
Minimum Qualifications
  • Completion of a high school program, technical/vocational program, or their equivalents combined with several years of related office work experience
  • A fully functional knowledge of and skill in standard office procedures and practices
  • An ability to understand and operate in a variety of organizational structures
  • Thorough knowledge of English grammar, spelling, and punctuation and ability to clearly communicate orally and in writing
  • Knowledge of business mathematics beyond basic arithmetic
  • Ability to use and quickly learn new office support technology systems and software packages
Preferred Skills and Knowledge
  • Equivalent to 2 years progressively responsible administrative assistant experience plus a Bachelor’s degree or 4 years progressively responsible experience.
  • Knowledge of PeopleSoft applications
  • Experience reporting to management and working with confidential information
  • Experience working with diverse populations
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 .

Advertised: October 10, 2022 (9:00 AM) Pacific Daylight Time
Applications close:

Company

Cal State East Bay

Cal State East Bay offers a beautiful and inspiring setting for career exploration. With three spacious campuses nestled in the East Bay — one in Hayward with spectacular views of the San Francisco Bay, one in cosmopolitan downtown Oakland and the other in the scenic Concord foothills of Mt. Diablo — you are in the heart of the cultural, technological and educational center of California.

As a faculty, staff or administrator, you will enjoy challenging and meaningful career opportunities in a wide range of disciplines along with competitive compensation, excellent benefits and potential for advancement. You will also be a part of an award-winning institution. You can be sure that as a member of one of the nation’s most diverse universities, you will benefit from the vibrant academic and cultural community whose ideas are shaping the 21st century.

You can make your own contribution to our award-winning university by joining other distinguished scholars and researchers. Cal State East Bay has garnered national acclaim for the excellence of its faculty. Our location in the midst of the vibrant San Francisco Bay Area enables us to attract committed faculty members who are not only recognized experts in their fields, but are often world-renowned in their disciplines, including the fields of business, technology, public service, the arts and education.

Our staff and administrators are passionate about providing a rich and rewarding learning experience for all the students at Cal State East Bay.

As an employee at Cal State East Bay, you have the opportunity to participate in a variety of benefit programs. Voluntary programs include health, dental, vision life, disability, long term care, personal insurance, savings bonds, tax sheltered annuities, fee waivers for Cal State East Bay classes and many others. You will also participate in one of two retirement plans. Our goal is to provide you with a robust selection of benefits to meet your personal needs in dealing with work/life issues.

Cal State East Bay is an Equal Opportunity Employer. As one of California’s most multicultural universities, faculty, staff, and administrators at CSUEB are fully committed to creating an environment where a diverse population can thrive in an atmosphere of tolerance, mutual respect and civility without regard to race, color, religion, national origin, gender, sexual orientation, veteran status or any other personal characteristics or beliefs.

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