Assistant to the Associate Deans of the College of Letters, Arts & Social Sciences - Administrative Support Coordinator I (524128)

  • Cal State University (CSU) East Bay
  • Hayward, California
  • Jan 28, 2023
Full Time Accounting and Finance Clerical and Administrative Support Education and Training Museum and Arts Sciences and Laboratory

Job Description


Salary and Benefits

PLEASE NOTE: The starting salary placement depends on qualifications and experience and is anticipated to be in the range of $3,610.00/month to $4,000.00/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

This position may be eligible to participate in the Cal State East Bay telecommute program subject to approval by the appropriate administrator.

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). 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 supports both the Associate Dean of Faculty Affairs and the Associate Dean of Student Affairs in the College of Letters, Arts, & Social Sciences (CLASS), in various administrative support tasks. The successful candidate will have strong organizational, record keeping, and interpersonal skills.


General Office Work:
  • Front-line receptionist for office traffic.
  • In the event the Student Services Center is at capacity or closed this position will assist students in the CLASS office with any concerns.
  • Along with the Assistant to the Dean, handle and route telephone, email, and other communication to the CLASS office.
  • Track department office closures or any disruptions in operations.
  • Process and monitor key requests.
  • Process and monitor College office facilities' management requests and work orders.
  • Handle CLASS office mail.
  • Coordinate with the dean’s assistant to ensure consistent and reliable CLASS office coverage during normal office hours.
  • Organize CLASS use of conference rooms and other CLASS spaces using the Live 25 system, online calendars, or other systems as specified.
  • Hire, train, schedule, and supervise student assistants.
  • Provide administrative backup for CLASS departments and programs during temporary staff shortages.

Workload & Enrollment Management:
  • Track and record information on faculty workload using Pioneer Insights.
  • Liaise with department Administrative Support Coordinators to track faculty reassigned time.
  • Liaise with the CLASS Budget Analyst on matters of faculty workload and assigned time.
  • Enter workload into PeopleSoft for the Instructional Term Workload (ITW) Report.
  • Track and record data on resource allocations from the associate deans to the departments for enrollment management.
  • Research and report on various matters of enrollment management including (but not limited to) class size, fill rate, comparisons of schedules over time, course rosters, and college enrollment metrics.
  • Research and report on academic program data produced by Institutional Research, Academic Programs and Graduate Students, or other campus offices.
  • Liaise with the College Contracts and Procurement Specialist in order to accurately account for faculty requiring 16th unit appointments under the CFA and CBA.

Faculty Reviews, Entitlements, & Assessment:
  • Faculty periodic evaluations: track who needs evaluations, notify departments of this information, and respond to basic questions on the process.
  • Faculty entitlement: track entitlements for temporary faculty, project entitlements for the associate dean, liaise with the College Contracts and Procurement Specialist on matters of faculty entitlement and contracts.
  • CLASS Faculty Assessment Coordination Team: track team membership, communicate with the team as directed, collect paperwork, and other documents from team members.

Faculty & Dean’s Travel:
  • Track travel requests and dates as directed by the associate dean.
  • Liaise with the College Contracts and Procurement Specialist regarding appropriate funding sources and their respective chart fields to use for faculty travel.
  • Bring to the attention of the appropriate associate dean, issues regarding any documentation or paperwork that is problematic and/or requires final approval.

College Curriculum Administration:
  • Process curriculum documents received as hard copy or in electronic format.
  • Create, edit, update, and delete curricular proposals of all types into Curriculog.
  • Create, update, and delete materials on the CLASS Curriculum website.
  • Take minutes at CLASS Curriculum committee meetings; disseminate minutes to committee membership as directed; post minutes to the CLASS Curriculum website; and archive minutes as directed.
  • Liaise with APGS and CLASS Departments and programs on all curriculum matters.
  • Liaise with APGS and CLASS Departments and programs on program review matters.
  • Manage the CLASS forms email account.
  • Prepare college curriculum meeting agendas and calendar meetings.
  • Manage CLASS social media account(s).

Other duties as assigned:
  • Assist the college at annual University events which could occur on a weekend or evening, e.g. Faculty or Student Honors Convocation, Commencement, etc.

Minimum Qualifications
  • Completion of a high school program, technical/vocational program, or their equivalents combined with related office work experience.
  • Functional knowledge of and skill in standard office procedures and practices.
  • Thorough knowledge of English grammar, spelling, and punctuation, and the ability to clearly communicate orally and in writing.
  • Ability to perform basic mathematical calculations.
  • Ability to use and quickly learn new office support technology systems and software packages such as, Microsoft Office, Adobe Acrobat, or equivalent office productivity software.

Required Qualifications
  • Excellent organizational, record keeping, and interpersonal skills.
  • Ability to manage multiple tasks and priorities efficiently, effectively, and accurately.
  • Ability to communicate effectively with a diverse student, faculty, and staff population.
  • Ability to work under pressure with constant interruptions.
  • Experience handling sensitive and confidential information.

Preferred Skills and Knowledge
  • Two years of skilled office experience or vocational training.
  • Thorough knowledge of University policies and procedures.
  • Knowledge of the PeopleSoft software system.
  • The ability to use Excel and Microsoft Office.
  • Experience with website management; use and monitoring of social media communications.

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