Program Coordinator - Administrative Support Coordinator I (Temporary through June 30, 2023, with the possibility of reappointme (513799)

  • Cal State University (CSU) East Bay
  • Hayward, California
  • Jun 04, 2022
Full Time Administration and Management Clerical and Administrative Support Project Management

Job Description


Salary and Benefits

The starting salary placement depends on qualifications and experience and is anticipated to be in the range of $3,400.00/month to $4,212.00/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

The Institute for STEM Education at CSU East Bay advances STEM teaching and learning in parallel with the rapidly changing knowledge, practices, and needs in STEM fields and disciplines. In addition to preparing students for success in STEM fields and disciplines, the Institute aims to help all students acquire the STEM knowledge required for decision making in their daily lives.

This position will coordinate activities for grant-funded programs and provide administrative support for the Institute staff, and affiliated faculty. This includes assisting the Institute Director, MESA Director, CAP Program Coordinator, and faculty with program management, grant and sub-award management, and management of financial processes. This role will lead communications strategies for the Institute and support the daily administrative needs of through general clerical tasks such as phone and email correspondence, digital and physical file management, and other office functions.


Program Support:
  • Develop and implement strategies for student recruitment and retention for student service programs (MSTI/MAST, Noyce Scholars, Teacher Recruitment, CAP, HOST Labs).
  • Manage scholarship processes for student service programs.
  • Develop systems to collect, manage and disseminate data to program funders.
  • Focus on continuous process improvement to improve efficiency of programs.

  • Serve as lead for communications with students and faculty about Institute Programs and opportunities. Identify the most effective methods of communication to reach the appropriate audience.
  • Develop and implement communications strategies to increase awareness of the Institute's programs.
  • Design and update Institute website through CSUEB Cascade Web Development as well as third-party services such as Weebly, Wix, and WordPress.
  • Independently design, review, edit, and disseminate flyers, brochures, posters, and other print media for outreach activities and marketing initiatives using Adobe Photoshop, Illustrator, and InDesign as well as Microsoft Office Suite.
  • Facilitate the design and dissemination of large-scale marketing mailers and email distribution of a monthly newsletter to over 1,000 campus and community partners.

Administrative Support:
  • Manage administrative processes for grant-funded programs including payroll and human resources procedures, recording, compiling, organizing and disseminating data; purchase orders, P-card orders and reconciliation, invoicing, maintaining and managing schedules and deadlines for events.
  • Work with campus Human Resources, Payroll, Risk Management, and Administration and Finance departments to ensure that all department employees are in alignment with operational training and onboarding requirements.
  • Create process guides that outline procedures to ensure compliance with CSU policies and streamline workflow.
  • Maintain sub-awards for grant-funded projects and contract agreements and payments for Independent Contractors and Vendors.
  • Complete basic administration responsibilities such as: prepare eFAFs, SEAFs, and eSAFs as needed; Schedule meetings and coordinate calendars for department executives and affiliated faculty partners.
  • Design and facilitate small- and large-scale events for various programs including physical space, meeting materials and supplies, transportation, and catering.
  • Facilitate the onboarding of all department employees and new-hires throughout the campus orientation process.

Required Qualifications
  • Ability to work under general supervision with delegation of responsibilities and independence.
  • Professional phone and personal demeanor, excellent written and verbal communications skills.
  • Detail oriented with excellent time-management/organizational skills and the ability to prioritize numerous projects and deadlines.
  • Ability to multi-task, adapt and improvise.
  • Excellent working knowledge of Microsoft Office Suite Experience with Adobe Illustrator or other desktop publishing software preferred.
  • Familiarity with website maintenance, social media, and development of communication and outreach materials.

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
  • Bachelor's degree in Communications or related field.
  • Two years of administrative and communications experience with progressively increasing responsibility, preferably in an academic setting.

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