Assistant Academic Advisor - Student Services Professional IB (5789)

  • East Bay
  • Hayward, California
  • Oct 01, 2020
Full Time Education and Training

Job Description


Salary Range: $3,796.00/month to $5,369.00/month. PLEASE NOTE: The starting salary will be between $3,796.00/month to $4,583.00/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


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 College of Business & Economics (CBE) Office of Undergraduate Advising provides services to support and promote student success.


Maintains a professional and positive attitude when responding to inquiries, requests or complaints from students, faculty, or staff and assist in their resolution. Working on behalf of the College, the Intake Adviser uses professional concepts to identify students' needs, answer quick questions, offer prescriptive academic advising on academic policies and procedures, and determines urgency/complexity of students' needs to provide referrals to Academic Advisors, Directors, Department Chairs, and/or other appropriate campus resources, when necessary. Other responsibilities include processing petitions, and serving on internal advising projects.

Reporting to and receiving direction from the Director of the CBE Office of Undergraduate Advising, the incumbent will work independently under limited direction to provide academic advising and related student academic support services for undergraduate students.


* Provide comprehensive major-related services, advice and developmental guidance for all current and returning undergraduate majors and minors in CBE, documenting all appointments and student interactions with appropriate notes.
* Assist students in the development of an educational plan including choosing a program of study and/or clarifying educational goals. Providing guidance in course selection in keeping with the student's interests, values and abilities.
* Verify and process academic records; transcripts for transfer credits and test credits that are valid toward major requirements and document them for use as references in CBE. Determine need for equivalency requests and substitutions.
* Determine graduation eligibility and complete final major and/or minor checks, verifying information based on catalog year and concentration chosen, assisting students in appropriate appeal processes.
* Actively participate in managing registration processes each term and finding ways to improve procedures. These include, but are not limited to: add/drop, waitlist verification, special registration petitions for independent and individual study, withdrawal, retroactive withdrawal and late registration petitions.
* Refer students to appropriate on or off-campus services and resources when necessary.
* Provide coverage of front office on rotating basis to provide immediate assistance with major/minor requirements, policies and deadlines, etc.
* Facilitate group orientation sessions for new transfer students. Conduct group advising sessions and co-lead workshops with AACE and OCPD for major, general education, and career advice.
* Outreach to targeted groups of students as part of graduation initiatives, campaigns, or because of high-risk markers to assist them in getting back on track toward their educational goals.

* Actively participate and represent CBE at on-campus or off-campus events that promote the recruitment of new students and support the transition to the College/University.
* Assess student learning and CBE services by tracking student data (i.e. program attendance, appointment participation, demographics, class rank, retention) and producing relevant, detailed reports for the CBE Director.
* Utilize technology tools (i.e. Bay Advisor, PeopleSoft, BaySync) to deliver and track all CBE services and student information. Improve services to students through technological enhancements by determining the best ways to use available software.
* Create and maintain partnerships with community colleges, high schools, and University outreach services to maintain a cohesive level of continuous support for our prospective students.
* Oversee leads, documenting all contact and ensuring information is provided in a timely manner.
* Assist in the development of and participate in outreach activities on campus and at local community colleges and/or area high schools.

* Act as liaison for specific campus departments (specifically AACE and the G.E. Office) to provide evaluation and advising services directly to their student populations.
* Serve as liaison to student organizations associated with CBE.
* Actively participate and represent CBE at University and College events, during regular office hours and occasionally after hours or on weekends.
* Supports all areas of the Office of Admissions and Outreach as well as the other Enrollment Services Units to ensure that shared processes are completed by posted deadlines.



* Knowledge of, sensitivity to, and experience in working with ethnically and culturally diverse student, faculty, and staff population.
* Demonstrated knowledge of the issues and experience with programs/resources that support the retention and academic success of college students, particularly at risk student populations.
* Demonstrated knowledge of state, federal, CSU, and CSUEB policies and procedures including General Education requirements. Ability to initiate, implement, and troubleshoot existing and new departmental policies and programs.
* Knowledge of CSUEB student services programs and other student academic support programs and resources.
* Strong interpersonal skills with excellent oral and written communication skills, via technology or in person. Ability to compose and appropriately format correspondence, reports, and communications, using thorough knowledge of English grammar, business writing, punctuation and spelling.
* Demonstrated ability to use computer applications such as PowerPoint, Word, Excel, and imaging software.
* Familiarity with or demonstrated ability to master programs such as PeopleSoft, Singularity, Google Calendar, and the departmental share drive. Ability to handle multiple work priorities, organize and plan work and projects.
* Ability to maintain confidentiality and appropriately handle sensitive communications with employees and external agencies.


Equivalent of one year of experience in professional Student Services work at the entry trainee level. Equivalent amounts of graduate level job-related education may be substituted for the required experience.

Equivalent to graduation from a four-year college or university in one of the behavioral sciences, public or business administration, or a job-related field.

Additional specialized experience during which the applicant has acquired and successfully applied the knowledge and abilities shown above may be substituted for the required education on a year-for-year basis.


* Experience providing academic advising/personal counseling within a college or university setting.
* Experience planning and conducting workshops, organizing special events and/or activities, and making effective presentations before groups of all sizes.


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

Job Address

Hayward, California 94542 United States View Map