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Job Description

◦ Front-line for all in-person and telephone traffic (e.g., students, staff, faculty, etc.) to the Department office.
◦ Send and receive mail and deliveries in coordination with the appropriate campus office.
◦ Track and order office supplies.
◦ Liaise with University offices such as (but not limited to) Facilities Management and Information Technology concerning services required by the Department; follow through on arranging for services as directed.
◦ When needed, arrange for rooming using the 25 Live system or other specified system.
◦ Create appointments for department chairs, student advisors, and other faculty or staff as directed.
◦ Organize and maintain confidential files and paperwork.
◦ Create and revise department webpages using Cascade (or other systems) as needed.
◦ Take minutes at Department meetings and distribute and/or post minutes as directed.
◦ File paper and electronic documents; scan documents as necessary.

◦ Manage the course schedule in the scheduling system; this includes, but is not limited to, entering, updating, and deleting classes.
◦ Liaise with the Registrar's office, campus scheduler, and other campus entities to ensure proper management of the course schedule and its components (most notably enrollment and rooming).
◦ Manage enrollment in specific coursework, assisting with add, drop, and withdrawals as needed.
◦ Retrieve reports on enrollment and admissions from various Pioneer Data sources, including (but not limited to) Pioneer Data Warehouse, Pioneer Analytics and Reporting, Singularity, and EAB.
◦ Process special registration petitions, late withdrawal forms, and other special enrollment procedures.
◦ Collect, track, and record workload and assigned time for faculty; report workload and assigned time to the College office.
◦ Track and publish faculty office hours.
◦ Prepare paper student evaluation forms in the event of a request for a paper evaluation.
◦ Other work in the area of course scheduling and enrollment management as assigned.

◦ Appoint students, faculty, staff, consultants, and other workers as directed by the department chair. This includes, but is not limited to, creating SEAFs, submitting PTR requests to the College office, creating eFAFs, and contracts within PeopleSoft.
◦ Submit electronic systems access requests via eSARF or other process.
◦ Liaise with the College office to ensure proper appointment of personnel.
◦ Prepare position openings, job announcements, and lecture pool openings for posting.
◦ Be knowledgeable of University personnel policies; this includes but is not limited to Special Consultant Appointments and rules governing the appointment of student assistants (especially about 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.
◦ Record payroll for certification.
◦ Record employee leaves and absences.
◦ Process paperwork to hire student assistants or other hourly employees and approve timesheets as directed.
◦ Liaise with the leave coordinator and/or Academic Affairs to process leaves of absence as directed; this includes, but is not limited to, FML, catastrophic leave, leave of absence without pay, professional leave of absence, and sabbatical and difference-in-pay leave.
◦ Liaise with the College office on matters of contracts and appointments as required.
◦ Other duties as assigned within the area of contracts and appointments.

◦ Track and balance budgets for the department’s general fund, student fee funds, trust funds, grant funds, scholarship and donation funds, and other funds.
◦ Process expense claims, check requests, 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 forms.
◦ Balance and reconcile procurement card statements.
◦ Arrange and process hospitality requests and subsequent expense claims.
◦ Liaise with respective departments in Administration and Finance on matters of procurement, travel, risk management, and contracting for services.
◦ 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, procurement, and logistic.

◦ Excellent organizational, recordkeeping, and interpersonal skills.
◦ Experience with Microsoft Excel, especially related to bookkeeping and/or simple fund accounting.
◦ Ability to manage multiple tasks and priorities efficiently, effectively, and accurately.
◦ Excellent attention to detail.
◦ Ability to communicate effectively with diverse student, faculty, and staff population.
◦ Ability to use the Internet to research and gather information.
◦ Ability to work under pressure with constant interruptions.

◦ Completion of a high school program, technical/vocational program, or their equivalent, combined with related office work experience.
◦ Functional knowledge of and skill in standard office procedures and practices.
◦ Thorough knowledge of English grammar, spelling, and punctuation, and the ability to clearly communicate orally and in writing.
◦ Ability to perform basic mathematical calculations.
◦ Ability to use and quickly learn new office support technology systems and software packages, such as Microsoft Office, Adobe Acrobat, or equivalent office productivity software.

◦ Two years of skilled office experience or vocational training.
◦ Thorough knowledge of California State University policies and procedures.
◦ Experience handling confidential information is highly.
◦ Knowledge of, or experience with, the PeopleSoft system.