Office Manager - Administrative Support Coordinator I (500201)

  • 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 $3,100.00/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 is responsible for the coordination of the full scope of administrative support to the Chair, faculty, students, and other staff. The Administrative Support Coordinator is the Office Manager for the Department, and ensures that it operates 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 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, contracts, managing department records, student advising, and special events. Persons within and outside the Department rely on the person in this position to handle the administration of the Department office. The position is responsible for having a thorough knowledge of Department, College, and University policies and deadlines, as well as State and Federal regulations.

This position is responsible for managing daily Department operations, including meeting the needs of its 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 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 and being able to provide data upon request to the appropriate persons (e.g., Chair, College, and other University offices).

Responsibilities

Department Administration

General:
  • Maintain department records 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.

Specific:
  • Check email daily (both personal and department accounts).
  • Enter class schedules each academic term in consultation with Department Chair.
  • Make appropriate changes to class schedules as needed.
  • Maintain Department repository of course syllabi.
  • Maintain a list of faculty office hours.
  • Contact instructors as needed by Chair to complete course schedule each semester.
  • Coordinate wait lists, class rosters, and enrollment, and keep Chair and instructors informed.
  • Handle department personnel and payroll matters, including appointments for new faculty and staff.
  • Process temporary faculty (lecturer) contracts in PeopleSoft; maintain records of teaching load (WTUs) and entitlements for lecturers.
  • Attend workshops on the use of University software platforms and databases and utilize them to implement required procedures.
  • Prepare payroll and attendance records for staff and student assistants as needed.
  • Assist Chair with the organization of student evaluations of instructors.
  • Assist Graduate Coordinator with graduate student applications, including management of transmittals (GTFs), transcripts, and recommendation letters.
  • Develop annual and semester faculty workload projections in consultation with Chair.
  • Assist students in completing special registration forms in consultation with faculty.
  • Coordinate the recruitment of new faculty and staff using PageUp or equivalent.
  • Assist search committee in scheduling interviews and notifying candidates, in consultation with Chair, Associate Dean, and Human Resources.
  • Assist with maintenance of department website.
  • Send announcements to students using Blackboard mailing lists in consultation with Chair.
  • Provide verbal and written information about the Department's 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 Chair or instructor.
  • Create and maintain a student, alumni, and faculty database and serve as point of contact for alumni.
  • Assist students with registration problems, or refer them to the Chair or advisor.
  • Submit textbook adoptions on behalf of faculty.
  • Assist advisors with major checks for graduate & undergraduate students and maintain copies for departmental files.
  • Revise department brochures and promotional literature meeting established deadlines. Provide suggestions and input to improve department forms, publications, and procedures.
  • 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.

Budget and Purchasing
  • Manage Department budgets, including General Fund, CERF account, and donor funds in consultation with Department Chair.
  • Use data from CFS to reconcile accounts and make fiscal year projections.
  • Ensure that all College, University and CSU rules and regulations are followed concerning budget and purchasing matters.
  • Handle all department office supply orders and express 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 the problems.
  • Possess signature authority for Office supplies, faculty/staff/student attendance, leave accounting, key cards; possess signature proxy for Chair, as appropriate.

Special Projects and Events
  • Coordinate department scholarship communication, applications, and awards under the general direction of the Chair and Scholarship Coordinator.
  • Coordinate department speaker events including announcements, hosting, room reservations, hospitality, set-up, and clean-up.
  • Coordinate annual department barbecue and awards ceremony, including invitations, RSVPs, materials, set-up, and clean-up.
  • Represent the Department at University functions such as informational events for recruiting new students upon direction of the Chair.

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 guiding Syllabi, Faculty MOU, Promotion and Tenure Guidelines, Tenure Track faculty hiring process, part-time faculty hiring and temporary faculty contracts.
  • University regulations: Faculty Handbook, Administrative Manual, Election policies, Staff Handbook, Coordinator Handbook (e.g., Human Resources, Payroll, Budget, Travel, etc.), University Catalog, Schedule of Classes, Bulletin, Financial Accounting System, Faculty Accounting by Department, various Memos and Policies issued by University offices.
  • Department programs, brochures/handouts/flyers.
  • Manuals for the above-listed on-line systems and software programs.
  • Basic fiscal management, accounting, and bookkeeping principles.
  • English grammar, punctuation and spelling.
  • Intermediate math skills.
  • Department-related terminology.
  • University Development procedures.
  • Common productivity and enterprise software (e.g., Microsoft products, Google Docs, PeopleSoft)

Ability to:
  • Interpret and enforce a wide variety of policies and procedures/regulations (Department, College, University, State, and Federal).
  • Implement plants 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 (Chair, faculty, College Office, administrative offices).
  • Know where/how to seek answers to questions.
  • 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 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 computer word processing software, spreadsheets, enterprise software, and networks.
  • Write in the English language (e.g., recognize, spell and use technical terminology properly; composing, editing, and proof-read).

Special Skills:
  • Flexibility, with good problem solving skills and critical thinking ability.
  • First level management skills, such as delegation, motivation, assessment/evaluation.
  • Problem solving skills and critical thinking abilities; sound judgment
  • 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.
  • Attention to detail and a commitment to completing tasks correctly.
  • Strong work ethic, with the ability to work independently.

Specific physical and/or environmental working conditions
  • Ability to work independently/autonomously.
  • Ability to work in a "team" environment.
  • Frequent interruptions.
  • Noisy office environment with phones, students, and faculty.
  • High levels of computer work.
  • Ability to work under pressure. The above performance expectations are accomplished in a friendly, courteous and respectful manner.
  • Complete mandated online trainings.
  • Participate in mandated Cal-OSHA safety drills.

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

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