Assistant to the Associate Provost - Confidential Office Support II (5882)

  • East Bay
  • Hayward, California
  • Aug 30, 2020
Full Time Clerical and Administrative Support Education and Training

Job Description


The starting salary will be between $2,975.00/month to $3,713.00/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.


This position supports the work of the Associate Provost for Faculty and Student Affairs and the Executive Assistant to the Associate Provost. In that role, this individual is responsible for making sure that all tenure track and lecturer PAFs are complete and up-to-date, that sabbatical proposals/records/reports are maintained, that lecturer appointments are accurately reflected in PeopleSoft and that the spreadsheet of such appointments is complete, and that new lecturer hiring packets are complete and entered accurately into ONBASE. This individual also creates the electronic WPAFs needed for retention, tenure and promotion by the colleges and library. Additionally, this person will responsible for the dissemination and filing of documents produced by the Executive Assistant including but not limited to promotions, tenure, range elevation, chair review, etc.


Creates and maintains all lecturer and tenure track personnel action files using OnBase; assures that memos, student evaluations, performance evaluations, and other materials are in each OnBase file for all faculty. Will maintain files of grievances, grievance responses, settlements, arbitration notes and other items in accordance with the provisions of the Collective Bargaining Agreement between the CSU and the California Faculty Association. Conducts research related to grievances as needed.

Creates WPAFs for retention, tenure and promotion each year (approx. 75); devises electronic means of creating and disseminating these files.

Provides direct support for the Executive Assistant by reviewing lecturer appointments, helping to determine which lecturers need evaluative review, and creating lists of those undergoing 1 year or 3 year review.

Learns and helps implement the new CHRS recruiting module for lecturers.

May assist with coverage of Academic Affairs and Academic Programs front office - including answering inquiries, reception, calendaring and other duties.


* Ability to keep confidential information confidential.
* Knowledge of PeopleSoft fields and entry of data into Peoplesoft.
* Good/tactful communications skills.
* Ability to learn new systems and business processes and suggest improvements to same.
* Familiarity with PAFs and WPAFS sufficient to help create and maintain files; familiarity with lecturer contracts.
* Previous experience working with faculty personnel issues in a unionized setting.


* Progressively responsible office and administrative work experience, or a combination of education and relevant office/administrative experience.
* Excellent oral and written communication skills with proficiency in English grammar, spelling and punctuation.


* Familiarity with Unit 3 (CFA contract).
* Familiarity with OnBase.


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