Office Manager - Administrative Support Coordinator II (501597)

  • Cal State University (CSU) East Bay
  • Hayward, California
  • Aug 15, 2021
Full Time Administration and Management Clerical and Administrative Support

Job Description


Salary and Benefits

The starting salary will be between $3,600.00/month and $4,496.00/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

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). 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.

About the Position

This position is responsible for the coordination of the full scope of administrative support to the Chairs, faculty, and students in two academic Departments, History and Philosophy. The Administrative Support Coordinator is the Office Manager for the two Departments, and ensures that they operate efficiently. This position helps to achieve Department, College, and University mission and goals. It has significant autonomy in decision making regarding resolving common problems. This position is responsible for maintaining departmental records (physical and digital) and interacting with other offices and departments across the campus. Much of the work requires specialized knowledge and training and involves confidential data.

Particular emphasis is placed on duties concerning scheduling courses, personnel and student assistants, contracts, managing department physical and digital records, student support, and special events. Persons within and outside the Departments rely on the person in this position to handle the administration of the History Department and Philosophy Department office. The position is responsible for having a thorough knowledge of Department, College, and University policies and academic deadlines, as well as State and Federal regulations.

This position is responsible for managing daily Department operations for the Departments of History and Philosophy, including meeting the needs of their faculty, students, and other staff and efficiently handling the management of multiple tasks simultaneously (including daily operations as well as special projects). The employee must have excellent administrative and organizational skills as well as communications and public relationship skills and must be able to prioritize a wide variety of tasks. The employee must be able to work well with a diverse population and communicate with persons for whom English is not their first language. Duties include assisting students with questions related to programs, scheduling, registration, and graduation. The employee must protect the confidentiality of information related to students, faculty, and staff. This position is responsible for maintaining Department records (both physical and digital) for the History Department and Philosophy Department, and providing data upon request to the appropriate persons (e.g., Chairs, College, and other University offices).


Department Administration for the Department of History and Department of Philosophy
  • Maintain department records, whether physical hard copies or digital files, in an orderly fashion.
  • Maintain systematic and efficient office procedures.
  • Work with department faculty and staff in a collaborative fashion.
  • Maintain confidentiality when dealing with personnel matters and student records.
  • Resolve problems or refer issues and parties to the appropriate resources.
  • Implement improvements to department processes, both self-initiated and through outside direction.
  • Serve as a liaison with other departments and offices across the University.
  • Participate in regular staff meetings and required and/or desired staff trainings.
  • Participate in department meetings, as requested by chairs.
  • Check email (both personal and department accounts) and office phone voicemail daily, where unable to answer phone calls.
  • Enter class schedules each academic term in consultation with Department Chairs.
  • Make appropriate changes to class schedules as needed.
  • Maintain Department repositories of course syllabi in digital format.
  • Maintain lists of faculty office hours each semester, and ensure publicly posted on department websites, office doors, and department bulletin boards.
  • Contact instructors as needed by Chairs to complete course schedule each semester.
  • Coordinate wait lists, class rosters, and enrollment with University offices (College office and Academic Programs and Services especially) and keep Chairs and instructors informed.
  • Handle department personnel and payroll matters, including appointments for new faculty and staff, as well as student assistants.
  • Process temporary faculty (lecturer) contracts in PeopleSoft; maintain records of teaching load (WTUs) and entitlements for lecturers in collaboration with the College office.
  • Prepare payroll and attendance records for staff and student assistants as needed.
  • Assist program coordinators (for example, faculty advisors, Graduate Coordinator or Single Subject Matter Preparation Program advisor), and with student applications and degree completion.
  • Assist students in completing university and Registrar's forms in consultation with chairs and faculty advisors.
  • Coordinate the recruitment of new faculty and staff using PageUp or equivalent.
  • Assist search committee in scheduling interviews and notifying candidates, in consultation with Chairs, Associate Dean, and Human Resources.
  • Assist with routine maintenance of department websites (such as updating contact information or office hours), which requires specialized training in Cascade.
  • Send announcements to students using Blackboard mailing lists in consultation with Chairs.
  • Ensure correctness of Blackboard user lists for undergraduate and graduate organizations, including for faculty, staff, and appropriate student groups.
  • Routine check and collection of Student Listings relative to History and Philosophy programs in Pioneer Data Warehouse, at the request of chairs or other University offices, for planning and reporting purposes.
  • Provide verbal, written, or online information about Department programs upon request to potential students, College office, and other departments.
  • Answer common questions about courses and scheduling.
  • Respond to student questions or refer them to Chairs or instructors.
  • Support chairs and faculty in communications with alumni and donors, in consultation with University Advancement; assist faculty coordinators in maintenance of mailing and contact lists for alumni and donors.
  • Assist students with registration problems, or refer them to the Chairs or advisors.
  • Coordinate and ensure timely textbook adoptions among faculty.
  • Communicate department advising procedures to students and maintain digital files for faculty advising assignments; work with chairs to ensure timely email submission of digital major checks to graduation evaluators.
  • Support preparation of department brochures or promotional literature for special events and recruitment mailings or digital outreach.
  • Facilitate maintenance/service requests from initiation through satisfactory completion.
  • Assist faculty in completing travel authorizations and processing reimbursements. Keep up to date with policy changes and communicate these changes to faculty.
  • Facilitate securing voting and balloting for departmental elections, whether through digital or hard-copy forms.
  • Organize and maintain Mailroom files and mailboxes for Departments of History and Philosophy.
  • Organize and maintain SF 442 office (filing cabinets and desks), as both workstation and welcoming office for students.

Budget and Purchasing:
  • Manage Department budgets in accessible online formats (such as Google sheets), including General Fund, A2E2 funds, CERF account, donor, and scholarship funds in consultation with Department Chairs, the College office, and University Advancement.
  • Assist in completing short-term limited scope and campus affiliate contracts, as requested by chairs or faculty.
  • Use data from CFS to reconcile accounts and ensure timely, accessible budget information for department chairs and faculty.
  • Ensure that all College, University and CSU rules and regulations are followed concerning budget and purchasing matters.
  • Handle all department office supply orders and POs. Hold and maintain University issued Procurement card. Complete monthly ProCard report per guidelines.
  • Coordinate equipment/furniture/computer purchases.
  • Identify/resolve discrepancies/problems with Purchasing Office.
  • Identify/inform appropriate authorities about billing problems and resolve problems.
  • Coordinate requests Duplicating Services and ensure maintenance of Pharos Print copiers.
  • Possess signature authority for Office supplies, faculty/staff/student assistant attendance, leave accounting, key cards; possess signature proxy for Chair, as appropriate.

Special Projects and Events:
  • Support department scholarship communication, applications, and awards under the general direction of the Chairs and Scholarship Coordinators.
  • Coordinate department events including announcements, hosting, room reservations, hospitality, set-up, and clean-up, in consultation with chairs or event sponsors.
  • Represent the Department at University functions such as informational events for recruiting new students, upon direction of Chairs.
  • Coordinate annual or semi-annual mailings to donors, alumni, and students by preparing mailing labels, envelopes, and packets.

Required Qualifications

Knowledge of and/or demonstrated ability to learn:
  • Federal regulations: Affirmative Action/hiring regulations, Right to Privacy laws and University procedures relevant to these laws.
  • Campus policies regarding faculty and lecturers, including those maintained by Academic Affairs and the Academic Senate.
  • University regulations (e.g., Human Resources, Payroll, Budget, Travel, etc.), University Catalog, Schedule of Classes, various memos and policies issued by University offices.
  • Department programs, described in digital/online and/or hard copy brochures and flyers.
  • Basic fiscal management, accounting, and bookkeeping principles.
  • English grammar, punctuation and spelling.
  • Intermediate math skills.
  • Department-related terminology.
  • Google Suite of products, especially the use of shared drives and files; common productivity and enterprise software (e.g., Microsoft products, PeopleSoft, Cascade, PulseSecure, etc.).

Ability to:
  • Interpret and enforce a wide variety of policies and procedures/regulations (Department, College, University, State, and Federal).
  • Implement plans that will meet University goals/objectives.
  • Initiate and adapt to change.
  • Research/analyze/organize information, compose information into "report" format, present it to appropriate authorities (Chairs, faculty, College Office, administrative offices).
  • Know where/how to seek answers to questions.
  • Listen to, receive, and understand messages conveyed by others.
  • Establish/maintain effective/cooperative working relationships, and create a "team" identity among coworkers, while cultivating and maintaining a positive, productive, and safe/secure work environment.
  • Exercise initiative and resourcefulness, including being a self-motivator.
  • Work without supervision during Chair absences.
  • Set work priorities (with sensitivity to potential conflicts/problems), and assign deadlines.
  • Exercise initiative and resourcefulness.
  • Use fiscal management and bookkeeping principles.
  • Use of the Google Suite of applications, including for word processing, communication, and information sharing among specific groups of individuals.
  • Use of enterprise software or applications, such as PageUp, Zoom, Blackboard, Cascade, PulseSecure, Qualtrics, Microsoft, etc., as needed by the departments.
  • Write in the English language (e.g., recognize, spell and use technical terminology properly; composing, editing, and proof-read).
  • Meet critical academic deadlines.
  • Work in a diverse "team" environment.
  • Work under pressure. The above performance expectations are accomplished in a friendly, courteous and respectful manner.

Special Skills:
  • Flexibility, with rapid and sound problem solving skills and critical thinking ability.
  • Interactive skills used to achieve results and expedite projects.
  • Effective written and verbal communication abilities.
  • Superior organizational skills utilized in balancing a large and varied workload in a fast-paced environment.
  • Knowledge of online student, financial, human resource database programs.
  • Familiarity with Windows based computer operating system.
  • Experience in preparing reports and maintaining records in a digital work environment, with extensive information sharing regulated by federal, state, and university policies.
  • Attention to detail and a commitment to completing tasks correctly.
  • Strong work ethic, with the ability to work independently.

Minimum Qualifications

Requires a fully functional knowledge of and skill in standard office procedures and practices, as well as an ability to understand and operate in a variety of organizational structures. Additionally, incumbents are expected to have a thorough knowledge of English grammar, spelling, and punctuation and be able to clearly communicate orally and in writing. Some positions may require a knowledge of business mathematics beyond basic arithmetic. The ability to use and quickly learn new office support technology systems and software packages is also a prerequisite.

These entry qualifications would normally be obtained through a high school program, technical/vocational program, or their equivalents combined with several years of related office work experience.

Preferred Skills and Knowledge
  • Office experience at a college or university.
  • Completion of two or more years of college.
  • Office management experience.
  • 3-4 years of related office work experience.

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

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.

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.

Closing Date/Time: Open until filled

Job Address

Hayward, California 94542 United States View Map