Office Manager - Administrative Support Coordinator I (500972)

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

Job Description

Description:

Salary and Benefits

The starting salary will be between $3,350.00/month and $4,106.00/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 https://www.csueastbay.edu/hr/benefits/index.html

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 provides administrative support to the Chair, faculty, staff and students in the School of Engineering as well as administrative support to the College of Science as needed. The School offers three BS degrees (Industrial Engineering, Computer Engineering, and Construction Management) and two MS degrees (Construction Management and Engineering Management). The Office Manager is responsible for maintaining necessary records and preparing regular accreditation reports for the School's three accredited BS programs. These activities will be on-going, needing accurate record keeping by the Office Manager. Additionally, the Office Manager is responsible for administering surveys to graduating seniors, alumni, and employers and to help the Chair in preparing presentations based on the accumulated data. Such work requires interaction with external accrediting bodies and maintenance of external advisory board.

The Office Manager ensures that the School office operates efficiently and that all functions are performed accurately and promptly. This position provides historical and operational continuity for the School with respect to School, College, and University missions and goals. It has some autonomy in decision-making regarding resolving common problems. This position is responsible for complying with regulations, policies, and procedures relating to the function of the Office and School. This position is responsible for maintaining School records and interacting with offices and departments across campus. The Office Manager is also required to answer questions and direct students to the appropriate resources for the five programs.

Responsibilities

ADMINISTRATIVE SUPPORT FOR SCHOOL OF ENGINEERING

Accreditation and Advisory Board

Coordinate activities related to maintaining accreditation of three undergraduate programs including gathering assessment data, assisting with preparation of self-study reports for accrediting agencies, surveying graduating students, alumni, and employers of our students, gathering School statistics and preparing and/or editing reports for internal and external groups, maintaining Student/Alumni/Faculty database and serving as alumni contact, and developing history of the School by compiling publications that include information about the school. Organize, maintain, and support the School's External Advisory Board membership and meetings. Seek input from alumni and community on proposed program changes. Document curriculum changes appropriately for accreditation. Maintain School website with attention to accreditation requirements. Manage student enrollment to ensure compliance with accreditation requirements with respect to pre-requisites and course equivalencies.

General Office Administration

Provide historical and operational continuity for the School; anticipate and prevent/resolve problems; determine the need for new office policies and procedures and then initiate/administer them; ensures that Federal/State/CSU/University/College/School policies, procedures, rules, and regulations are followed; clarify and determine administrative procedures as needed by faculty/Chair/Graduate Advisors; assist students, including referral to appropriate resources; plan and oversee School support functions; research/compile information for reports; prepare or edit reports; maintain efficient general office organization/operation; serve as School liaison with other departments and off-campus community and organizations; represent the School at some University student functions (e.g., Al Fresco); handle public relations; conduct physical searches to identity equipment and maintain School equipment inventory records; provide support services to students, faculty, Chair, and alumni; share responsibility for student relations.

Payroll and Budget

Prepare attendance report; perform PeopleSoft data entry for faculty/staff absences and student work hours; produce eFAFs/eSAFs/SEAFs; oversee School budget including expenditures/transfers; handle all department office supply orders and express PO's. Hold and maintain University issued Procurement card. Complete monthly ProCard report per guidelines. Manage School budgets, including General Fund, CERF account, and donor funds in consultation with Chair.

Faculty and Staff Hiring and Contracts

Manage tenure-track faculty searches; maintain temporary faculty pool, keep records on long-term contracts and electronic files on hiring, and create lecturer contracts; determine work eligibility for student graders, coordinate grader/faculty work assignments, provide grader orientation; independently hire, orient, train, and direct student assistants; provide first-level new faculty orientation (related to School and University administrative operations) and other faculty support (e.g. problem solving).

Student Support and Schedule

Enter the schedule of classes into PeopleSoft, make schedule changes, assign classrooms, and monitor enrollments; manage wait lists, provide students with permission numbers, and assist students with registration and other problems; organizes applications to both graduate programs

COLLEGE WIDE SUPPORT

As needed, support the College of Science and departments within with administrative support similar to that as listed above.

Required Qualifications

Knowledge:

The person filling this position must possess thorough knowledge of the following:
  • English grammar, punctuation, and spelling skills (Writing/editing skills are essential to this position.)
  • office systems, technology, and packages
  • computer software: word processing, spreadsheets, email, administrative systems, website (Microsoft Word, Excel, and PowerPoint and Google Suite)

The person filling this position must possess working knowledge of the following:
  • budget policies and procedures
  • business practices and procedures

Abilities:

The person filling this position must possess the ability to:
  • implement plans that will meet the School's goals/objectives
  • initiate and adapt to change
  • listen
  • 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 self-motivated
  • utilize fiscal management and accounting principles
  • utilize computer software: word processing, spreadsheets/databases, and administrative systems
  • utilize student, financial, and human resources data-based programs
  • handle constant interruptions
  • work in a noisy setting
  • continuously work against numerous deadlines while meeting the needs/requirements of a diverse group of people
  • work under pressure and manage work-related stress
  • work for long periods of time on a computer
  • participate in mandated Cal-OSHA safety drills

Skills:

The person filling this position must possess excellent skills in the following areas:
  • customer service and communication skills, including the ability to mediate and/or persuade others in order to reach agreement on a desired resolution (This is particularly important when working with faculty and students. It is also a key factor in the ability to prevent/resolve problems.)
  • delegation, motivation, training, and assessment of student assistants
  • problem solving skills and critical thinking abilities; sound judgment
  • interactive skills used to achieve results and expedite projects
  • organizational skills utilized in balancing a large and varied workload in a fast-paced environment
  • multi-task management, including balancing everyday demands of a busy office with ongoing administration of a number of large projects

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 management experience
  • experience working at a college or university
  • experience using computer systems (Oracle products preferred)
  • College degree preferred
  • several years of ever more progressive/challenging/demanding office 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 http://www.csueastbay.edu/smokeandtobaccofree/

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: http://www.csueastbay.edu/upd/safety-and-security-reports.html

Sponsorship

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