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  • Social Work Administrative Support Coordinator

    Hayward, California 94542 United States Cal State University (CSU) East Bay Jun 04, 2025
    Cal State University (CSU) East Bay Employer:

    Cal State University (CSU) East Bay

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    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 $3,864.00 per month to $4,968.00 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 I

    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 June 17, 2025.

    Under the limited supervision of the Social Work Department Chair, the purpose of this position is to coordinate and perform the entire administrative and clerical functions necessary to support a large and complex academic department that includes between 25-30 faculty and staff and hundreds of undergraduate and graduate students. Additionally, this position serves as backup to the staff in the Department of Ethnic Studies, the Liberal Studies Program, and the Department of Public Affairs and Administration when needed.

    The position requires willingness and ability to learn to navigate systems within the university, including accounting, budgeting, the Dean’s office, and other academic departments. The position is responsible for developing office systems and procedures and maintaining an efficient office organization that complies with university policies and procedures as well as external accreditation requirements. This is primarily an in-person Monday-Friday position on our Hayward campus; limited telework may be available in accordance with university policies and departmental needs. Occasional evening or weekend work may be required for special events.

    Responsibilities

    Office Management
    • Serve as the first point of contact for email, in-person, and telephone traffic to the department office.
    • Assign offices to faculty and staff in consultation with the Department Chair and coordinate with facilities, IT, and other units on campus to ensure that offices are well-maintained and that faculty and staff have the supplies and software they need. Ensure that office keys are ordered in a timely manner. Keep an extra set of keys in a secure location and appropriately manage any lending of keys in accordance with department procedures.
    • Liaise with University offices, such as Facilities Management and IT, regarding department service needs.
    • Schedule meetings and events, send calendar invitations, arrange room bookings using 25Live or other scheduling systems, and order catering.
    • Maintain confidential files.
    • Create, update, and manage department webpages and social media accounts.
    • Assist in events and outreach, including creating flyers and newsletters.
    • Support departmental communications to students, faculty, staff, alums, and community partners for the purposes of day-to-day program needs, event outreach, job postings, community engagement, and fundraising.
    • Take minutes at department meetings and store them in our cloud-based system.
    • Develop systems for managing and tracking all departmental documents in accordance with university and external accreditation policies and procedures, including data retention policies.
    • Track and order office supplies.
    • Manage incoming and outgoing mail and deliveries.
    • Arrange for and retrieve duplicating services when needed.
    • Provide lead work direction to student assistants assigned to the department office.
    • Complete university required trainings, including related to Emergency Response, and share any updated Emergency Response information with faculty and staff received from the Dean’s Office.
    • Provide backup office support for related departments as needed.

    Admissions
    • Process applications for the BSW and MSW programs, including tracking admission status, missing materials, and notifying students of further actions needed.
    • Prepare and update admissions and information session materials.
    • Schedule and coordinate information sessions.
    • Respond to inquiries about the BSW and MSW programs via phone, email, and in-person interactions.
    • Gather and report admissions data from various campus offices.

    Course Scheduling & Enrollment Management
    • Create and manage course schedules, including updating and deleting classes as needed.
    • Liaise with the Registrar’s Office and other entities for course scheduling and enrollment management.
    • Manage student enrollments, including sending students permission numbers, add/drop requests, and withdrawals.
    • Generate reports on enrollment and course data.
    • Process special registration petitions and degree checks.
    • Maintain faculty workload and assigned time records.
    • Perform backup duties for related departments as necessary.

    Contracts and Appointments
    • Gather and submit appointment documents for faculty, staff, consultants, guest presenters, and student workers.
    • Manage recruitment processes for staff and faculty positions.
    • Submit electronic system access requests.
    • Process payroll and employee leave records.
    • Track and monitor contracts with practicum agencies.
    • Ensure compliance with University personnel policies.

    Financials, Procurement, and Logistics
    • Track and balance department budgets.
    • Process expense claims, purchase orders, and other financial transactions.
    • Arrange travel and hospitality requests.
    • Liaise with administrative departments for procurement and financial matters.
    • Ensure compliance with University financial policies.

    Other Duties as Assigned
    • Assist with Department and University events such as New Student Orientation, Capstone Poster Session, Practicum Fair, Practicum Instructor Orientation, Faculty and Student Honors Convocation, and Commencement.

    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, record-keeping, interpersonal, written, and oral communication skills.
    • Proficiency in Microsoft Excel, especially for bookkeeping and fund accounting.
    • Ability to manage multiple tasks and priorities efficiently and accurately.
    • Strong attention to detail.
    • Ability to communicate effectively with a diverse student, faculty, and staff populations.
    • Proficiency in Microsoft Office, Adobe Acrobat, Google Workspace, and similar office productivity software.
    • Ability to learn and use university systems, including, but not limited to Canvas, PeopleSoft, Interfolio, Certify, and AdobeSign.
    • Ability to research and gather information online.
    • Ability to work under pressure with frequent interruptions.
    • Experience handling confidential information.

    Preferred Skills and Knowledge
    • Two years of skilled office experience or vocational training.
    • Thorough knowledge of California State University policies and procedures.
    • Knowledge of, or experience with, PeopleSoft.
    • Ability to analyze operational and procedural problems and develop, recommend, and evaluate proposed solutions.
    • Ability to troubleshoot most office administration problems.

    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.

    Advertised: Jun 02 2025 Pacific Daylight Time
    Applications close:
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