Salary and Benefits
PLEASE NOTE: The starting salary placement depends on qualifications and
experience and is anticipated to be in the range of $4,367.00 per month to
$5,323.00 per month (Step 1 - Step 11).
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.
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
Under the general supervision of the Director of Diversity & Inclusion Student
Affinity and Resource Centers (DISARC), the DISARC Office Manager serves as
the primary administrative and operational support professional for the
department. The incumbent coordinates a broad range of administrative, fiscal,
human resources, payroll, scheduling, event, and office operations functions
that support the effective delivery of DISARC programs and services.
The position serves as the department's front-line contact for students,
faculty, staff, campus partners, and community members; provides lead work
direction for student assistants; and ensures the timely completion of
departmental processes, transactions, communications, and reporting
requirements. The incumbent collaborates closely with DISARC professional
staff, the Office of Diversity, Human Resources, Payroll, Procurement, and
other campus departments to support department operations, events, budgeting,
hiring, and compliance activities.
Working in a fast-paced, high-volume environment, the incumbent exercises
sound judgment, discretion, and attention to detail while maintaining
confidentiality and fostering inclusive, professional, and responsive service.
Regular in-person attendance and effective communication with diverse campus
constituents are essential to the success of this position.
Please Note: Review of applications will begin on July 14, 2026.
Responsibilities
Department Administrative Support Coordination
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.
Human Resource and Payroll Support
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.
Fiscal Related Activities
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.
Special Projects and Events
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.
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.
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.
Preferred Skills and Knowledge
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.
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.
