Program Coordinator - Extended Education Specialist I (507143)

  • Cal State University (CSU) East Bay
  • Hayward, California
  • Jan 01, 2022
Full Time Education and Training Project Management

Job Description


Salary and Benefits

Salary Range: $4,493.00/month to $6,395.00/month. PLEASE NOTE: The starting salary placement depends on qualifications and experience and is anticipated to be in the range of $4,493.00/month to $5,444.00/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

University Extension (UE) is a self-support unit of the University and provides educational programs to matriculated and non-matriculated students. Classes offered may be held at the Hayward campus, Concord campus, the Oakland Center, other offsite locations and online. In its operation, UE provides many functions that are dispersed in specialized units on campus and this position requires strong collaboration and partnership with existing units (e.g. registration, marketing, collection of fees and tuition).

Under the leadership of the Director of Special Session Programs, this position is responsible for program planning, implementation, and maintenance of Special Sessions within the CSU Colleges. In addition, this position provides administrative support for Summer and Winter Intersession. This position requires development and maintenance of strong working relationships with program staff, faculty, multiple campus departments, and appropriate community agencies. In addition, this role provides direct student support to prospective and current students.


Program Coordination
  • Serve as primary program contact for special session programs offered in collaboration with the academic colleges
  • track, and report on data including: revenues, expenses, and enrollments for individual program and course budget
  • Evaluate programs using enrollments, instructor, and student feedback to make recommendations for continuing existing courses/programs and implement changes/revisions
  • Alongside academic/college partners offer additional program options to support term-by-term student needs
  • Make recommendations on class/course section offerings within given terms based on program and student needs
  • Develop materials including program-specific content for marketing/promotion and for current students
  • Work closely with departments, administrations, faculty, and staff to maximize student success, paying special attention to enrollment
  • Provide stellar customer service to students.
  • Familiarity with creating and maintaining the program budgets under the supervision of the Special Sessions Director. This includes coordinating gathering and maintaining data, including revenues, expenses, and enrollments for creating individual program and course budgets.
  • On a regular basis, monitor application process and enrollment to ensure viability of programs, providing data/analytics to leadership as required.
  • Maintain partnerships with other University departments including (but not limited to) Financial Aid, Enrollment, Student Accounts, and Student Financial office to provide students with individualized support as needed.
  • Work directly with University personnel, including at the Oakland and Concord Centers (or other external sites) to ensure that program and student needs are met.
  • Assist the Special Sessions Director in evaluating programs using enrollments, expenses, instructor, and student feedback to make recommendations from continuing existing courses and programs, and implement suggested changes and revisions.
  • Make sure program assessment processes are in place and procedures are properly followed.
  • Meet/check-in regularly with Program Directors/Coordinators and report back to SS Director.
  • Answer or ensure that all Salesforce (program promotion) student inquiries about the programs are appropriately routed/addressed in a timely manner.
  • Resolve complaints and issues related to students and instructors, referring issues as necessary to the Special Sessions Director.
  • Maintain an electronic portfolio of program documents/materials
  • Assist in drafting procedures & program policy to support and improve program administration.
  • Establish and arrange system for implementing, maintaining, and updating policies and procedures to carry out program goals; creates and updates Procedures/Handbooks as needed
  • Revises and updates all administrative materials, including updating instructor lists and verifying/calculating compensation on a term-by-term basis.
  • Ensures that faculty contracts are accurate and are disseminated on a term-by-term basis a timely manner.
  • Coordinates activities of CBE and CSCI Special Session programs by establishing a relationship between various units in Enrollment Services (Registrar, Financial Aid Office, Graduation Evaluation, Admissions) staff and works with those units to devise new policies and procedures to meet the unique needs of our students.
  • Responsible for an on-going improvement of quality of program.
  • Keep abreast of latest developments in higher education administration by collaborating with sibling campus counterparts and attending conferences as needed.

Support Summer and Winter Session
  • Provide administrative support to maximize utilization of summer and winter terms to support graduation and enrollment management.
  • Review campus data and help research best practices in implementation of summer/winter sessions.
  • Forge relationships with campus partners in APS and Faculty Affairs to facilitate administering these special, short terms.
  • Support short-term faculty study abroad initiatives as needed.

Support of annual Commencement celebration/events
  • Liaises with Pioneer Bookstore to purchase gift items for grads as needed
  • Organize food orders and room reservation for events
  • Provide administrative oversight to ensure that program coordinators follow all appropriate rules/adhere to university policy

Required Qualifications
  • Able to work independently yet collaboratively and proactively with students, faculty, administrators, student assistants, peers and Director.
  • Student contact/advising is required.
  • Customer-service oriented
  • Excellent communication skills with an aptitude to support and rely on teamwork.

Minimum Qualifications

Requires general knowledge and skills in the applicable administrative and/or program field with a foundational knowledge of public administration principles, practices, and methods. This foundation would normally be obtained through a bachelor's degree and/or equivalent training and administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs.

Preferred Skills and Knowledge
  • BA/BS
  • Experience with PeopleSoft, Salesforce, Cascade Web Server, and MS Office (Word, Excel, Outlook, and Access), Google Suite, Zoom

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 and we are not an E-Verify employer.

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