Cal State East Bay
Department Administrative Support Coordinator
Cal State East Bay, Hayward, California, us, 94557
About the Position
Please Note: Review of applications will begin on January 7, 2026.
This is a full-time position shared equally between two Academic Affairs Units, Distance Education/Online Masters’ Program in Speech-Language Pathology (SLP) and Office of Research and Sponsored Programs (ORSP). For SLP, this position provides general office and administrative support and coordination to the Distance Education/Online Masters’ Program in SLP. The academic support is extended to one department chair, one program coordinator, one clinical coordinator, regular faculty, lecturers, students, and other University departments as well as prospective students. This is a 0.5 FTE position working 20 hours per week for SLP. For ORSP, this position is responsible for providing a broad range of administrative and clerical day-to-day support functions for ORSP. Within the ORSP, there are numerous personnel that require varied amounts of support – 1 MPP supervisor (AVP for the ORSP), 1 other MPP (Director), and 4-6 staff and other personnel that require minimal support and 2 faculty directors who support students.
Responsibilities Office Work
Front-line for all in-person and telephone traffic as well as initial emails to the program.
Send and receive mail and deliveries in coordination with the appropriate campus office.
Liaise with University offices such as (but not limited to) Information Technology concerning services required by program faculty, administrators, or students; follow through on arranging for services as directed.
Schedule meetings and arrange for rooming using the 25 Live system, electronic calendaring, or other specified system.
Organize and maintain confidential files and paperwork for students.
Create and manage academic student advising documents.
File paper and electronic documents; scan of documents as necessary.
Request and post faculty office hours.
Confirm book orders are submitted to the Pioneer Bookstore.
Take and maintain program administration meeting minutes.
Manage communications to future and current students using Canvas, PeopleSoft, and graduate program application system.
Create surveys using Google or Qualtrix to gather data for graduate program evaluation.
Manage all aspects of special events as needed including registration forms, parking permits, processing payments, facilities reservations, hospitality, and event logistics.
Financials, Procurement, and Logistics
Process expenses: expense claims, purchase orders, and other budget and financial transaction documents.
Procure supplies, equipment, and/or services using various University procedures and guidelines, including processing check requests, purchase orders, and short-term limited scope work forms.
Liaise with respective departments in Administration and Finance on matters of procurement, travel, risk management, and contracting for services.
Be knowledgeable of University financial, procurement, and logistics policies; this includes, but is not limited to, the CSU Conflict of Interest Handbook, the CSU Travel Procedures, the CSUEB Hospitality Policy, and the Procurement Card (P-Card) program; when necessary, inform students, faculty, and staff of these policies, especially when asked to perform work that may be counter to these policies.
Liaise with the College office on matters of procurement and logistics as required.
Other duties as assigned within the area of financials and logistics.
Course Scheduling and Enrollment Management
Create and manage the course schedule; this includes, but is not limited to, creating, updating, and deleting classes.
Liaise with the Office of the Registrar, Campus Scheduler, and other campus entities to ensure proper creating and management of the course schedule and its components.
Assist students with records forms.
Contracts and Appointments
Appoint faculty, staff, consultants, and other workers as directed by the Program Coordinator; this includes, but is not limited to, creating SEAFs, creating PTRs and contracts within PeopleSoft.
Create and manage faculty recruitments using PageUp.
Submit electronic systems access requests via eSARF.
Work with chair/Program Coordinator to update lecture pool openings.
Be knowledgeable of university personnel policies; this includes, but is not limited to, the Presidential Directive on Special Consultant Appointments.
Other duties as assigned within the area of contracts and appointments.
Record payroll for certification.
ORSP and AVP Support
Supports the AVP for the ORSP and the operation of ORSP by handling day-to-day complex administrative tasks in a timely fashion.
Scheduling meetings, calendar support for the AVP, purchasing supplies and services for the office and for the stakeholders by serving as a liaison to procurement, accounts payable, and other on-campus units.
Maintains ORSP and ensures that the office is staffed and, office supplies are available for use.
Monitors and provides updates to the AVP regarding office needs and helps with budget planning, expense transfers, student hiring paperwork, etc.
Supports Faculty Directors, MPP, and staff in the office with travel arrangements, purchasing supplies, student hiring and travel paperwork for research competitions, and other paperwork related to grants and contracts as needed to stay compliant and effective.
Minimum Qualifications
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.
Knowledge of business mathematics beyond basic arithmetic.
Ability to use and quickly learn new office support technology systems and software packages.
These minimum 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.
Required Qualifications
Excellent organizational, recordkeeping, interpersonal, and written and oral communication skills.
Ability to manage multiple tasks and priorities efficiently, effectively, and accurately.
Excellent attention to detail.
Ability to communicate effectively with diverse students, faculty, and staff.
Ability to use Microsoft Office, Adobe Acrobat, or equivalent office productivity software.
Ability to use the Internet to research and gather information.
Ability to work under pressure with constant interruptions.
Preferred Skills and Knowledge
Bachelor’s degree
Two years skilled office experienceKnowledge of California State University policies and procedures
Experience handling confidential information
Knowledge of, or experience with, the PeopleSoft system
Familiarity with accreditation standards, certification standards, licensure requirements, and credential requirements for speech-language pathology 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 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.
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This is a full-time position shared equally between two Academic Affairs Units, Distance Education/Online Masters’ Program in Speech-Language Pathology (SLP) and Office of Research and Sponsored Programs (ORSP). For SLP, this position provides general office and administrative support and coordination to the Distance Education/Online Masters’ Program in SLP. The academic support is extended to one department chair, one program coordinator, one clinical coordinator, regular faculty, lecturers, students, and other University departments as well as prospective students. This is a 0.5 FTE position working 20 hours per week for SLP. For ORSP, this position is responsible for providing a broad range of administrative and clerical day-to-day support functions for ORSP. Within the ORSP, there are numerous personnel that require varied amounts of support – 1 MPP supervisor (AVP for the ORSP), 1 other MPP (Director), and 4-6 staff and other personnel that require minimal support and 2 faculty directors who support students.
Responsibilities Office Work
Front-line for all in-person and telephone traffic as well as initial emails to the program.
Send and receive mail and deliveries in coordination with the appropriate campus office.
Liaise with University offices such as (but not limited to) Information Technology concerning services required by program faculty, administrators, or students; follow through on arranging for services as directed.
Schedule meetings and arrange for rooming using the 25 Live system, electronic calendaring, or other specified system.
Organize and maintain confidential files and paperwork for students.
Create and manage academic student advising documents.
File paper and electronic documents; scan of documents as necessary.
Request and post faculty office hours.
Confirm book orders are submitted to the Pioneer Bookstore.
Take and maintain program administration meeting minutes.
Manage communications to future and current students using Canvas, PeopleSoft, and graduate program application system.
Create surveys using Google or Qualtrix to gather data for graduate program evaluation.
Manage all aspects of special events as needed including registration forms, parking permits, processing payments, facilities reservations, hospitality, and event logistics.
Financials, Procurement, and Logistics
Process expenses: expense claims, purchase orders, and other budget and financial transaction documents.
Procure supplies, equipment, and/or services using various University procedures and guidelines, including processing check requests, purchase orders, and short-term limited scope work forms.
Liaise with respective departments in Administration and Finance on matters of procurement, travel, risk management, and contracting for services.
Be knowledgeable of University financial, procurement, and logistics policies; this includes, but is not limited to, the CSU Conflict of Interest Handbook, the CSU Travel Procedures, the CSUEB Hospitality Policy, and the Procurement Card (P-Card) program; when necessary, inform students, faculty, and staff of these policies, especially when asked to perform work that may be counter to these policies.
Liaise with the College office on matters of procurement and logistics as required.
Other duties as assigned within the area of financials and logistics.
Course Scheduling and Enrollment Management
Create and manage the course schedule; this includes, but is not limited to, creating, updating, and deleting classes.
Liaise with the Office of the Registrar, Campus Scheduler, and other campus entities to ensure proper creating and management of the course schedule and its components.
Assist students with records forms.
Contracts and Appointments
Appoint faculty, staff, consultants, and other workers as directed by the Program Coordinator; this includes, but is not limited to, creating SEAFs, creating PTRs and contracts within PeopleSoft.
Create and manage faculty recruitments using PageUp.
Submit electronic systems access requests via eSARF.
Work with chair/Program Coordinator to update lecture pool openings.
Be knowledgeable of university personnel policies; this includes, but is not limited to, the Presidential Directive on Special Consultant Appointments.
Other duties as assigned within the area of contracts and appointments.
Record payroll for certification.
ORSP and AVP Support
Supports the AVP for the ORSP and the operation of ORSP by handling day-to-day complex administrative tasks in a timely fashion.
Scheduling meetings, calendar support for the AVP, purchasing supplies and services for the office and for the stakeholders by serving as a liaison to procurement, accounts payable, and other on-campus units.
Maintains ORSP and ensures that the office is staffed and, office supplies are available for use.
Monitors and provides updates to the AVP regarding office needs and helps with budget planning, expense transfers, student hiring paperwork, etc.
Supports Faculty Directors, MPP, and staff in the office with travel arrangements, purchasing supplies, student hiring and travel paperwork for research competitions, and other paperwork related to grants and contracts as needed to stay compliant and effective.
Minimum Qualifications
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.
Knowledge of business mathematics beyond basic arithmetic.
Ability to use and quickly learn new office support technology systems and software packages.
These minimum 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.
Required Qualifications
Excellent organizational, recordkeeping, interpersonal, and written and oral communication skills.
Ability to manage multiple tasks and priorities efficiently, effectively, and accurately.
Excellent attention to detail.
Ability to communicate effectively with diverse students, faculty, and staff.
Ability to use Microsoft Office, Adobe Acrobat, or equivalent office productivity software.
Ability to use the Internet to research and gather information.
Ability to work under pressure with constant interruptions.
Preferred Skills and Knowledge
Bachelor’s degree
Two years skilled office experienceKnowledge of California State University policies and procedures
Experience handling confidential information
Knowledge of, or experience with, the PeopleSoft system
Familiarity with accreditation standards, certification standards, licensure requirements, and credential requirements for speech-language pathology 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 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.
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