Administrative Assistant - Administrative Support Assistant II (Temporary, Part-Time) (5915)

  • Cal State University (CSU) East Bay
  • Hayward, California
  • May 11, 2021
Part Time Clerical and Administrative Support

Job Description


The starting salary will be between $775.00/month to $850.00/month (at a 0.25 timebase).


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 Department of Social Work enrolls up to 150 students in our CSWE-accredited Master of Social Work program. The mission of the MSW program is to graduate culturally responsive urban social workers in the areas of Community Mental Health and Children, Youth, and Families. Social work graduates are prepared to address individual, family, group, and community needs caused by inequalities of class and identity including race, ethnicity, gender, age, disability, sexual orientation, immigration status, religion, and other forms of social injustice. Advocacy and social change around these injustices form the core of the MSW program. Our vision is to create a cadre of diverse leaders to be catalysts for social change and transform oppressive systems in partnership with the communities we serve.


The primary duties are to assist the Director/Principal Investigator (who is the Department Chair), Field Director, and IV-E Program Coordinator with a wide variety of day-to-day tasks as well as plan and implement events and long-term projects.

Under the guidance of the Field Director, Child Welfare Training Project Coordinator and the Department Chair, this position works independently to provide essential support to the students, staff and director of the Child Welfare Training Project and the Masters in Social Work Department as needed. Works closely with the MSW Department Office Manager to provide continuity and stability to the MSW program office.

PLEASE NOTE: This is a temporary, part-time (0.25 timebase) position through June 30, 2021, with the possibility of reappointment.


Administrative Duties:
* Provides clerical support to the CalSWEC Title IV-E project and MSW Field Department, involving contact with faculty, staff, students and social services agencies. Able to communicate with students and Project Coordinator in matters that require strict confidentiality or are delicate in nature.
* Provides a full range of functions in word processing, including reports, curriculum materials, correspondence, manuals, directories and other program materials, interview packets, student orientation packets, and brochures for distribution.
* Prepares, revises and updates department and grant forms, IV-E application forms, and informational materials.
* Assists in the interview process for new applicants by setting up interview schedules and creating applicant portfolios for the interviewers.
* Assists with reservations and set up of IV-E and Field event spaces, arranges food and beverages, orders supplies and audiovisual equipment, makes parking and travel arrangements, and sets up event signs.
* Inputs data for purposes of field instructors' assessment of students' performance in their field placement.
* Assists with website updates and social media updates as well as tasks related to alumni engagement.

Other duties assigned:
* Provides administrative support to the Child Welfare Training Project Coordinator.
* Provides administrative support to the Field Director on Title IV-E related issues.
* Performs other duties or projects related to CalSWEC/Title IV-E as assigned.
* Maintains IPT database, adding new field agencies and new cohorts.
* Performs receptionist duties for MSW department when department office manager is out or away from her desk. Greets visitors and answer phones.
* Creates, revises and updates department admissions forms, field forms, administrative procedures manual, field manual, student handbook, and Title IV-E forms.
* Assists with creating quarterly newsletter and provides support in creating other public relations materials.


* Excellent planning skills.
* Ability to handle multiple tasks simultaneously.
* Ability to work independently.
* Strong organizational and interpersonal skills.
* Good verbal and written communication skills.
* Microsoft Office knowledge.


* High School Diploma or equivalent.
* Some experience in an office environment.
* Sound foundation in English grammar, spelling, and punctuation.


* Bookkeeping experience.
* Three years of administrative experience.
* Knowledge of MicroSoft Office.
* Excellent planning skills.


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.


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

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:


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.
Closing Date/Time: Open until filled

Job Address

Hayward, California 94542 United States View Map