Administrative & Program Support Coordinator (ASC II)

IMDiversity; Hayward (CA); On-site; USD 52,404 - 63,876; Full time

Benefits offered by this job

Comprehensive benefits package

Tuition reimbursement

Job summary

Cal State East Bay seeks an Administrative & Program Support Coordinator to oversee administrative, HR and payroll tasks for the DISARC department. The role coordinates budgets, travel, room reservations, and publications while ensuring confidential handling of information.

The position requires strong organizational skills, proficiency in MS Office, and the ability to train staff on policies and procedures. East Bay campus location with competitive benefits.

Qualifications

• Fully functional knowledge of standard office procedures and practices.

Responsibilities

• Coordinates a broad range of administrative, fiscal, human resources, payroll, scheduling, event, and office operations functions to support DISARC programs and services.

Skills

Customer-service mindset

Event support

Learning new software

Independent work

Office procedures

Education

High school diploma or equivalent

Bachelor's degree preferred

Tools

Microsoft Office

Job description

Administrative & Program Support Coordinator (ASC II)

Location: East Bay

Salary and Benefits

Salary: $4,367 - $5,323 per month (Step 1 – Step 11).

Benefits include medical, dental, vision, retirement (CalPERS), 401k, 457, 403(b), dependent and health‑care reimbursement accounts, life insurance, vacation and sick pay, 14 paid holidays, one personal holiday, and tuition fee waiver.

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.

Responsibilities

• Department Administrative Support Coordination
  • Maintains the Director's, management staff's, and departmental leave electronic calendars.
  • Maintains all departmental and organizational files including spreadsheets.
  • Coordinates room reservations for staff and intra‑staff meetings and food service when needed; schedules rooms through 25Live and runs reports.
  • Assists staff members with travel arrangements, conference registration, travel logistics, and travel reimbursements.
  • Tracks office supply inventory, initiates reorders, maintains 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 confidential interpersonal contacts at higher levels from on and off campus persons and organizations.
  • Coordinates all telephone, IT, and equipment needs for the department including office moves, equipment services, purchases, and document retention.
  • Checks voicemail and answers inquiries, including those from the President's Office.
  • Prepares and assembles detailed reports, materials, and correspondence.
  • Manages all department incoming and outgoing mail and correspondence.
• Human Resource and Payroll Support
  • Coordinates onboarding new staff/students or separates staff/students, including key requests, access requests, and related paperwork.
  • Coordinates access to appropriate systems (PeopleSoft, campus logic, phone system, etc.).
  • Prepares and ensures timely processing of HR/Payroll forms for staff changes such as new hires, promotions, separations, and for student assistants.
  • Enters absence/leave time in CHRS when needed.
  • Picks up department paychecks and distributes them to staff monthly.
  • Coordinates absence reporting and all related payroll forms and reports.
  • Trains new staff/students on HR and payroll policies and procedures, including time‑off requests, onboarding requirements, and routine meetings.
  • Trains staff on the online absence reporting system, tracks reporting, and notifies supervisors of changes that affect status and pay.
  • Provides support for questions on time recording, partial days, overtime, etc., in consultation with HR & Payroll.
  • Works with Payroll to resolve issues or correct problems in systems as they occur.
• Fiscal Related Activities
  • Collaborates with the Director to process and track budget and expense transfers, reconciles expenditures, and provides monthly budget status reports.
  • Develops a system of structured, data‑driven requests for hiring and program expenditures tied directly to financial purchasing requests, justifications, approvals, and procurement processes.
  • Processes purchase orders, service requests, and check requests for reimbursements and vendor payments.
  • Maintains and reconciles monthly procurement credit card purchases and reports.
  • Coordinates purchase of equipment and supplies, including brochures, University folders, name badges, and name plates.
  • Handles contracts and payments with vendors.
  • Monitors expenses (including student assistant salaries) to keep them within budget and correctly coded.
  • Makes departmental purchases, submits requisitions, and maintains University‑issued property logs.
  • Works closely with the Executive Assistant in the Office of Diversity to manage, skill up, and strategize on timely submission of required documentation and completion of financial transactions on various financial software platforms.
• Web and Publications
  • Ensures department website(s) are updated biannually.
  • Works with other campus departments to gather and update current information.
  • Troubleshoots website issues, including broken links, and works with ITS to resolve them.
  • Analyzes content and structure to keep the website 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 serves as liaison.

Minimum Qualifications

• Fully functional knowledge and skill in standard office procedures and practices.
• Ability to understand and operate in a variety of organizational structures.
• Thorough knowledge of English grammar, spelling, and punctuation and ability to communicate clearly in writing and orally.
• Customer‑service mindset for internal‑ and external‑facing services.
• 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.
• 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 a diverse student and employee population at Cal State East Bay.
• Bachelor's degree preferred; experience in an office management role is also preferred.
• Strong organizational and multitasking skills.
• Effective interaction with a wide range of individuals.
• Strong computer skills, including Microsoft Office, web 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 ability to quickly learn, department, college, and University regulations, policies, and procedures.
• Understanding of student success programs, initiatives, and available resources.
• Ability to learn and apply University student information systems and governing policies.
• 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

Must satisfactorily complete a background check (including LiveScan where appropriate). Checks include, but are not limited to, criminal records, verification of academic credentials, licenses, certificates, credit history, professional references, and work history. The selected candidate will receive a conditional offer of employment; this offer may be rescinded if the background check reveals disqualifying information or information is knowingly withheld or falsified. Not‑satisfactory results may affect the employment of current employees who were conditionally offered the position. Background checks are conducted through the university's third‑party vendor, Accurate; LiveScan is conducted through the University Police Department.

Mandated Reporter

The incumbent may be considered a mandated reporter under the California Child Abuse and Neglect Reporting Act and must comply with mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory Mandatory mandatory mandatory mandatory Mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory mandatory Mandatory Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation Mandation.