Front Office Administrative Support - ASA II (Part-time) (5687)

  • East Bay
  • Hayward, California
  • Nov 28, 2019
Part Time Clerical and Administrative Support

Job Description


The starting salary will be between $1,550.00/month to $1,798.00/month (at a 0.50 time-base).

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


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.


The Education Administrative Support Collaborative provides administrative and clerical support to the Departments of Educational Leadership, Educational Psychology and Teacher Education.

In addition, this person will serve as the administrative assistant to faculty and students in all three departments listed above. This position covers a wide range of clerical, secretarial and general office support duties at varying levels of complexity.


Screen and direct callers to the appropriate personnel. Give information about faculty office locations, paperwork deadlines and class locations. Give information and procedures about forms for student records. Respond to all inquiries sent to the department email account. Walk students to various departments on campus.

Make copies for class, meetings, and events. Scan and format documents to pdf. Create signs for events (i.e., door signs, road signs and direction signs). Create materials for recruitment and university events. Distribute special announcements in class to departments' students. Attend information sessions and orientations. Distribute incoming mail and packages. Notify parties of deliveries and student requests. Submit Informational Technology Services (ITS) tickets as required for faculty and classrooms.

Enter service tickets for Janitorial Services, Carpentry, Repairs, and/or Installations. Enter service tickets for classroom issues, phone services, and computer services on behalf of faculty. Report all hazards via the facilities maintenance ticket system, e.g., lights out, leaks, rodent problems, or damages, etc. Notify all staff of hazards. Log tickets in department database. Monitor, communicate and follow-up with all tickets.

Deliver documents daily across campus. Key requests: Submit/track/notify key requestors; adheres to University key restrictions and department restrictions for access. Keep inventory on all Departmental Equipment and manage the check-out system for department materials. EPSY and TED Websites: Work with Chair, Program Coordinators and/or Office Lead to update information. Post information as requested. Check regularly for grammar and spelling errors. Brochures: Verify information every Spring semester. Review for spelling and grammar errors. Change through Curriculog according to University catalog deadlines. Book rooms through 25Live software application for department non-academic meetings, according to College protocol.


Requires fundamental written and oral communication skills, including a sound foundation in English grammar, spelling, and punctuation; an ability to understand standard office procedures; an ability to operate standard office equipment; an ability to learn office technology systems; an ability to perform basic mathematical calculations; and typing and keyboard skills.

These entry qualifications would normally be obtained through completion of a high school program or its equivalent and some experience in an office environment.


Two to four years experience in an administrative or office environment, preferably in higher education.

Knowledge of the use of digital cameras and video equipment. Experience working with state and/or federal agencies or comparable working environments.

Strong interpersonal, professional, and customer service skills. Strong written and oral communication skills. Ability to handle multiple deadlines and work under pressure in a professionally manner. Highly organized and detail-oriented both in a psychical and virtual environment. Strong time-management skills. Ability to prioritize and manage workload effectively and efficiently. Strong computer skills with intermediate computer knowledge base and typing ability. (e.g., scanning, email, virtual environments, and file management in a virtual setting). Ability to proof, and add graphics to documents. Proficient in the following programs: Microsoft Office Suite, Google Sheets, Power Point, Gmail/Outlook, Google calendars and various web browsers. Knowledge of the following programs: SharePoint, Oracle, Survey Monkey and Publisher. Knowledge in the use of the following types of equipment: copy machines, scanners, fax machines, computer PC and MAC platforms, USB drives, multiple line phone systems. Ability to interpret and follow instruction and policy guidelines. Ability to perform mathematical calculations with speed and accuracy.


In addition to the standard Cal State East Bay application, please submit a:

1. Cover letter
2. Resume
3. List of three (3) or more professional references

Resumes alone will not be accepted in lieu of a completed online application.

To apply on-line, please go to If you are a first time user, you must register, create a user ID and password, fill in your basic information, save and click on the position you are interested in, click on the "Apply Now" button to begin the online application.

This position will remain open until filled and may close without further notice.

Applicants will receive a confirmation of receipt via automatic email reply regarding their application materials. In addition, all applicants who were not selected will receive email notification at the conclusion of the recruitment process. Please be patient as this process may take several weeks.


Satisfactory completion of a background check 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.


All California State University campuses, including Cal State East Bay, are smoke and tobacco-free. For more information, please visit our website at

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:


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.


Cal State East Bay is not a sponsoring agency for Staff or Management positions.


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.
Closing Date/Time: Open until filled