Salary and Benefits
PLEASE NOTE: The starting salary placement depends on qualifications and experience and is anticipated to be in the range of $4,058.00 per month to $5,355.00 per 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, 14 paid holidays, one personal holiday and tuition fee waiver.
For more information on the benefits program, please visit our benefits website. The CSU Total Compensation Calculator demonstrates the significance of our benefits package.
This position may be eligible to participate in the Cal State East Bay hybrid telecommute program subject to management approval.
Classification
Administrative Support Coordinator II
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
Please Note: Review of applications will begin on September 24, 2025.
The Academic Administrative Coordinator for the Graduate School of Education within the College of Letters, Arts, and Social Sciences provides administrative and clerical support to the departments of Educational Leadership, Educational Psychology, and Teacher Education, which serve approximately 750 students across master’s, doctoral degree and credential programs.
This position works closely with the Education department Chairs to support the departments’ programs and students. The four main functions are: clerical support; workload/class schedules; contract, faculty appointments, and payroll; and scholarships.
The successful candidate must exhibit strong interpersonal communication skills, critical thinking, advanced knowledge of Excel, and the ability to master various software and data systems used by the University. Essential skills in this high-activity environment include the ability to multi-task, problem solve, organize tasks and projects for maximum efficiency while ensuring accuracy, and the ability to work both independently and collaboratively, taking initiative to lead when needed.
Primary duties of this position will be to perform various functions to support the day-to-day operations of the Education departments. This position operates independently on a wide variety of duties requiring sound judgement, initiative, and the ability to handle confidential information with discretion and sensitivity.
Responsibilities
Clerical Support
- Respond to complaints and requests for information by directing students, staff, faculty, and senior administrators to appropriate University policies and procedures.
- Assist students and faculty with a variety of questions utilizing PeopleSoft to access student records.
- Assist students with enrollment: Course Add/Drop requests; process special registration petitions; late withdrawal forms; and other special enrollment procedures.
- Serve as a liaison with other departments and offices across the University.
- Maintain department digital records for three academic departments.
- Implement improvements to department processes, both self-initiated and through outside direction.
- Maintain a working knowledge of the University catalog, including class schedules, registration procedures, independent study procedures, late registration and add/drop procedures, withdrawing from the university, and change of major.
Workload and Class Schedules
- Using Pioneer Insights, record and track faculty workload in the Master Workload Sheet for three academic departments. Review entries for accuracy as assigned by the Chairs and in alignment with the course schedule. Bring schedule conflicts and inconsistencies to the Chairs’ attention and communicate revisions to the College office.
- Liaise with the College Contracts and Procurement Specialist on matters of faculty workload and assigned time.
- Create and manage the class schedule; this includes, but is not limited to, entering, updating, and deleting classes.
- Liaise with the Office of the Registrar, Academic Scheduling, and other campus entities to ensure proper creation and management of the course schedule and its components (most notably enrollment and rooming).
- Manage enrollment in specific coursework related to student need.
- Provide Chairs with enrollment and admissions reports from various Pioneer Data sources including, but not limited to, Pioneer Insights, Data Warehouse, and EAB.
- Ensure all workload, schedules, and course management processes align with University and College policies.
- Support graduate admissions and MOU work for program coordinators in three departments to ensure MOU’s are up-to- date and appropriate for the type of candidate placement.
Contracts and Appointments
- Enter part-time lecturer faculty contracts in PeopleSoft, update as needed.
- Create PTR, eFAF, and 16th unit appointments as directed.
- Maintain records of lecturer entitlements in collaboration with the College office.
- Submit monthly payroll certification to College office.
- Assist faculty with online absence reporting, as needed.
- Assist three department chairs in management of part-time lecturer pool within PageUp.
- Prepare position openings, job announcements, and lecturer pool openings for posting.
- Record resignations, retirements, and leaves and report to the College office.
- Submit electronic systems access requests via eSARF or other processes.
- Be knowledgeable of University personnel policies including, but is not limited to, Special Consultant Appointments and rules governing the appointment of student assistants (especially with regards to financial aid). 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 contracts and appointments as required.
Scholarships
- Verify available funds with Administrative Analyst.
- Distribute scholarships via pioneer scholarship portal.
- Communicate screening and scoring process with the departments’ faculty scholarship committees.
- Submit in a timely manner, the Student Fund Reporting Form to Financial Aid for each student awarded a scholarship.
- Send notifications of active and closed scholarships.
- Update scholarships on department website in collaboration with the College IT staff.
- Schedule training for Faculty Scholarship Review Committee members and respond to questions.
- Schedule training for Faculty Scholarship Review Committee members and respond to questions.
Additional Duties
- Act as backup procurement card purchaser (when Administrative Analyst is unavailable).
- Balance and reconcile procurement card statement, as needed.
- Act as backup and next point of contact (when ASA II is unavailable).
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 and record keeping skills.
- Strong attention to detail ensuring accuracy in all areas of responsibility.
- Ability to address confidential information with discretion and sensitivity.
- Excellent interpersonal skills.
- Ability to effectively communicate with a diverse student, faculty, and staff population.
- Ability to address a broader range of interpersonal contacts, including those at a higher level.
- Advanced knowledge of Microsoft Excel, especially related to bookkeeping and/or basic fund accounting.
- Ability to use Microsoft Office, Adobe Acrobat, or equivalent office productivity software with a high level of proficiency.
- Ability to independently manage multiple tasks and unit projects prioritizing for maximum efficiency.
- Ability to work collaboratively.
- Ability to use the Internet to research and compile information.
- Ability to work under pressure with frequent interruptions.
Preferred Skills and Knowledge
- Two years skilled office experience or vocational training.
- Thorough knowledge of California State University policies and procedures.
- Experience handling confidential information is highly preferred
- Knowledge of, or experience with, the PeopleSoft system.
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.
Other Information
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.
Sponsorship
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.
