Administrative & Program Support Coordinator (ASC II)

• Maintains the Director’s, management staff’s, and departmental leave electronic calendars.
• Maintains all departmental and organizational files including various spreadsheets.
• Coordinates room reservations for staff and intra-staff meetings and food service when needed.
• Schedules rooms through 25Live and runs reports.
• Assist staff members with travel arrangements including conference registration; travel logistics and travel reimbursements.
• Tracks office supply inventory and initiates reorders as needed; maintains departmental property records and ensures supplies and storage areas are organized and efficiently managed.
• Arranges meetings and conference calls; gathers agenda items, prepares agendas and supporting materials, and records meeting notes and action items for designated meetings.
• Handles a broad range of interpersonal contacts, including those at a higher level and sensitive in nature from on and off campus persons and organizations.
• Coordinates all telephone, IT and equipment needs for the department including office moves, equipment services, equipment and supply purchases, and proper document retention and removal of sensitive documents.
• Checks voicemail and answers inquiries from departments which might include the President’s Office.
• Prepares and assembles detailed reports, other materials, and correspondence.
• Handles all department incoming and outgoing mail/correspondence.

• Coordinates all processes related to onboarding new staff/students or separating staff/students, including key requests, requests for access, assisting appropriate administrator with separation clearance form and related paperwork.
• Coordinates access to appropriate systems for staff (PeopleSoft, campus logic, phone system, etc.).
• Prepares and ensures timely processing of HR/Payroll forms for all staff changes such as new hires, promotions and separations and for all student assistants.
• Enters absence/leave time in CHRS for staff/students when needed.
• Pick up department paychecks and distributes to staff on a monthly basis.
• Coordinates absence reporting and all related payroll forms and reports.
• Trains all new staff/students on Human Resources and Payroll policies and procedures including time off requests, departmental onboarding requirements, routine meetings, etc.
• Trains new and current staff on the online absence reporting system. Tracks all absence reporting, and notifies staff and supervisors on any changes that may affect their status and paycheck,
• In consultation with Human Resources & Payroll, provides support for questions on how to record time, partial days, overtime, etc.
• Works with Payroll to resolve issues or correct problems in systems as they occur.

• Collaborate with Director to process and track all budget and expense transfers. Reconciles with expenditures and provides supervisor with monthly budget status reports.
• Works with professional staff and Director to develop a system of structured and data driven requests for hiring and program expenditures with deadlines tied directly to financial purchasing requests, justification, approval and expenditure process times to ensure timely procurement of materials, delivery of program services and hiring of students.
• Processes purchase orders, service requests, and check requests for reimbursements and payments to vendors and staff.
• Maintains and reconciles monthly procurement credit card purchases and reports.
• Coordinates the purchase of new equipment and supplies, including brochures, University folders, name badges and name plates, etc.
• Handles contract and payments with all vendors.
• Monitor expenses (including student assistant salaries) to ensure they stay within budget and are recorded under the correct payroll/accounting codes.
• Make department purchases, submit requisitions, maintain University issued property log.
• Work closely with Executive Assistant in the Office of Diversity to manage, skill up, and strategize on efficient, accurate, and timely submission of required documentation, and completion of financial transactions on various financial software platforms and processes.

Web and Publications

• Ensures department website(s) are updated biannually.
• Works with other campus departments to gather current information for any updates.
• Troubleshoots any issues including broken web links; works with ITS to resolve any issues.
• Analyzes content and structure to update websites and ensure that the site is user-friendly.
• Updates forms as needed with current branding.

• Assists with and participates in program events and projects.
• Provides and coordinates support for professional staff searches and external visits with other administrative staff
• Maintains student/alumni database and serve as liaison.

• A fully functional knowledge of and skill in standard office procedures and practices.
• An ability to understand and operate in a variety of organizational structures.
• Thorough knowledge of English grammar, spelling, and punctuation and ability to clearly communicate orally and in writing.
• Ability to provide internal-facing and external-facing services with a customer service mindset.
• Knowledge of business mathematics beyond basic arithmetic.
• Ability to use and quickly learn new office support technology systems and software packages.
• Ability to work independently in setting up events and supporting cultural programming.
• These minimum qualifications would normally be obtained through a high school program, technical/vocational program, or equivalents combined with several years of related office work experience.

• Demonstrated ability to work with the diverse student and employee population at Cal State East Bay.
• Bachelor's degree preferred; experience in an office management role is preferred.
• Strong organizational and multitasking skills.
• Ability to interact effectively with a wide range of individuals.
• Strong computer skills, including Microsoft Office, internet browsers, and email applications.
• Ability to create marketing materials using University and Center branding standards with Canva or similar design software.
• Experience working in a fast-paced environment and managing competing priorities amid frequent interruptions.
• Ability to facilitate dialogue and discussion among student staff using effective conflict resolution techniques.
• Experience providing lead work direction and support to student employees in a busy center environment.
• Familiarity with, or the ability to quickly learn, department, college, and University regulations, policies, and procedures.
• Understanding of student success programs, initiatives, and the resources available to support students.
• Ability to learn and effectively apply University student information systems and policies governing their use.
• Ability to gather, analyze, and report data.
• Working knowledge of, or ability to learn, financial management, accounting, and bookkeeping principles.
• Ability to learn and utilize the University's financial and accounting systems.
• Ability to research resources and processes that support DISARC program design and activities.
• Familiarity with, or ability to learn, University personnel policies and procedures, including hiring, payroll, and performance evaluation processes.
• Ability to maintain confidentiality and exercise sound judgment.

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.

All university programs and activities are open and available to all regardless of race, sex, color, ethnicity or national origin.

Consistent with California law and federal civil rights laws, Cal State, East Bay provides equal opportunity in education and employment without unlawful discrimination or preferential treatment based on race, sex, color, ethnicity, or national origin.

Our commitment to equal opportunity means ensuring that every student and employee has access to the resources and support they need to thrive and succeed in a university environment and in their communities.

The CSU complies with Title VI of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act, the California Equity in Higher Education Act, California’s Proposition 209 (Art.

I, Section 31 of the California Constitution), other applicable state and federal anti-discrimination laws, and CSU’s Nondiscrimination Policy.

We prohibit discriminatory preferential treatment, segregation based on race or any other protected status, and all forms of discrimination, harassment, and retaliation in all university programs, policies, and practices.

All California State University campuses, including Cal State East Bay, are smoke and tobacco-free.

For more information, please visit our website here.

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 here.

Cal State East Bay is not a sponsoring agency for Staff or Management positions and we are not an E-Verify employer.

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.