Nursing Department Office Manager- Adminitrative Support Coordinator II (504736)

  • Cal State University (CSU) East Bay
  • Hayward, California
  • Sep 21, 2021
Full Time Clerical and Administrative Support Public Health

Job Description


Salary and Benefits

The starting salary placement depends on qualifications and experience and is anticipated to be in the range of $3,600.00/month to $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 provides administrative support for the Nursing Department, including the Pre-licensure Program, the Post-licensure Program and the Master's in Nursing Program. The position provides support for the department chair, faculty, staff and students. The Administrative Support Coordinator ensures that the Nursing Department operates efficiently and sets policies and procedures relating to office function. The position is responsible for implementing Nursing Department goals and for complying with university policies. The position assists with program accreditation requirements and manages required documentation with the California Board of Registered Nursing on behalf of the students, faculty, and department. This position is responsible for resolving problems as they arise, for anticipating problems, and instituting measures to prevent their occurrence. Responsibilities include coordination of program processes, maintenance of program documents and information sites, management of program payroll documents, preparation of teaching contracts, and assistance with teaching faculty searches. The Administrative Support Coordinator is responsible for the management of program class schedules, assistance of students with registration and enrollment issues. This position gives oversight for Nursing Program budgets and purchasing. This position serves as liaison between the Nursing Department programs and other university offices and interfaces with students, faculty, and community members.


Provide administrative office support for the Nursing Department programs
  • Interface with Nursing Department, College of Science, and University Extension.
  • Respond to in-person, phone or email inquiries by providing information and/or directing the individual to the appropriate person or office.
  • Maintain nursing program files including department records, program review and accreditation reports, student files, alumni information, and enrollment and grade information.
  • Monitor office supply needs for the Nursing Department programs and order as needed.
  • Enter class schedules into People Soft.
  • Submit Nursing Department monthly payroll requests; monitor and submit employee absences.
  • Initiate lecturer contracts, and complete forms as needed for new hires.
  • Ensure office policies are in accordance with university regulations and procedures.

Provide administrative support for the Nursing programs and faculty
  • Orient new faculty to program and university administrative operations.
  • Solicit electronic class syllabi from faculty and maintain electronic files.
  • Assist faculty in preparing curricular change forms including revisions, and maintain curricular roadmaps up-to-date.
  • Serve as alumni and job outreach connection.
  • Assist Graduate Coordinator in processing Master's candidate applications; establish files for accepted graduate students and help with graduation paperwork.

Provide administrative support for students
  • Assist students with class registration; add or drop students as appropriate.
  • Interact with students in the department office or by phone to answer questions about courses, program admissions and enrollment.
  • Maintain student files of undergraduate and graduate students.
  • Direct students to undergraduate and graduate faculty for advising, as appropriate
  • Compile lists of student graduates for Board of Registered Nursing NCLEX enrollment.
  • Support collection and submission of student health documents for program enrollment and clinical practice sites.

Provide administrative support for special projects, events and accreditation
  • Assist with compiling assessment data and other information for Program Reviews, Annual Report, Five-year review and national CCNE accreditation.
  • Provide support for faculty searches.
  • Coordinate department events such as work retreats, holiday events, or special workdays.

Required Qualifications
  • Knowledge of university student, fiscal and HR systems.
  • Knowledge of privacy laws, and faculty and staff MOUs.
  • Knowledge of essential bookkeeping and general office systems.
  • Effective communication skills with a diverse population.
  • Thorough knowledge of English grammar, punctuation, and spelling.
  • Ability to learn details of the pre-licensure and post-licensure BSN programs and the MSN in Nursing Program, including their admission criteria and processes.
  • Ability to use and quickly learn new office support technology, e.g. Microsoft Office, Google Suites, PeopleSoft, Blackboard, BayAdvisor, Adobe, etc.
  • Ability to manage and take responsibility for completion of project and work effectively with others.
  • Ability to work independently and collaboratively with other department staff and faculty.
  • Good problem solving skills.
  • Strong organizational skills and attention to detail.

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
  • BS/BA preferred
  • At least two years of related office work experience required

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.

CSU Vaccination Policy

CSU requires faculty, staff, and students who are accessing campus facilities to be immunized against COVID-19 or declare a medical or religious exemption from doing so. Any candidates advanced in a currently open search process should be prepared to comply with this requirement. The systemwide policy can be found at https://calstate.policystat. com/policy/9779821/latest/ and questions may be sent to

Closing Date/Time: Open until filled

Job Address

Hayward, California 94542 United States View Map