Program Specialist, Osher Lifelong Learning Institute - Administrative Analyst/Specialist - Exempt II (Temporary through June 30 (505648)

  • Cal State University (CSU) East Bay
  • Hayward, California
  • Nov 13, 2021
Full Time Administrative Analysis and Research Clerical and Administrative Support Project Management

Job Description


Salary and Benefits

The starting salary placement depends on qualifications and experience and is anticipated to be in the range of $4,693.00/month to $6,591.00/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, 13 paid holidays, one personal holiday and tuition fee waiver.

For more information on the benefits program, please visit

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). With an enrollment over 15,800 students, 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

Reporting to the Executive Director of the Concord Campus, the Program Specialist manages the educational curriculum of the 1,000 member Osher Lifelong Learning Program (OLLI), working with qualified academics and other presenters to create an innovative curriculum of approximately 80 programs per year. The development of an effective and popular curriculum requires continuous research into meaningful course topics, recruitment and direction of qualified academics and other qualified presenters, and tracking student satisfaction to ensure continuous programmatic improvement.

The position also creates marketing strategies and tools to maximize enrollment of all OLLI courses held at the Concord Campus as well as satellite sites, and online. In addition, the Program Specialist works closely with the OLLI governing board to develop fundraising techniques, develop program policies, and guarantee the continuation of the Osher LifeLong Learning Institute in the California State University, East Bay service area, consistent with the guidelines set forth by the Osher Foundation.

The OLLI Program Specialist leads the work direction of two dedicated staff members and up to 75 contracted faculty during the academic year. The position also coordinates the activities of program volunteers, and works closely with the operations staff of Cal State East Bay's Concord Campus to ensure the smooth administration of all OLLI programs that fall under the campus's umbrella. Finally, the Program Specialist represents OLLI at various internal meetings and public events.


Program Management
  • Provides overall strategic direction for the Osher Lifelong Learning Program, effectively managing faculty and staff to achieve programmatic goals.
  • Provides day to day management along a self-support model, developing budgets, analyzing enrollment trends, maintaining financial reserves, and conducting additional managerial tasks as needed.
  • Develops and executes a strategy aimed at maintaining and growing OLLI membership throughout the greater East Bay.
  • Establishes and arranges systems for implementing, maintaining, and updating policies and procedures to carry out goals of the OLLI program; including faculty training.
  • Creates annual and term-by-term operations and instructional calendars.
  • Resolves complaints and issues related to students and instructors, referring issues to the Board as necessary.
  • Ensures that faculty contracts are accurate and are disseminated on a term-by-term basis in a timely manner.
  • Conducts marketing and outreach to prospective students by distributing current information about the program and responds to inquiries in a timely manner.
  • Supports University Extension on applicable marketing strategies.
  • Maintains all social media outlets related to the program.
  • Coordinates OLLI website development and maintenance activities, working with private vendors, campus administration and IT services to ensure effective services.
  • Ensures ongoing quality improvement for all program components, including Concord, off site, and online offerings.
  • Serves as liaison to fellow Osher programs at the regional and national level.

Curriculum Development
  • Develops an innovative curriculum of approximately 80 courses per year, in concert with the curricular requirements set forth by the Osher Foundation grant guidelines.
  • Identifies curriculum interests among OLLI members.
  • Works with OLLI Advisory Board, OLLI Curriculum Committee, and various university bodies, including academic departments, to identify qualified experts to serve as faculty.
  • Maintains close communication with OLLI faculty to ensure provision of course needs.
  • Develops class schedules consistent with course popularity and instructor availability.
  • Chooses best modality for offerings, whether Concord, off-site, or online.
  • Represents Concord Campus at OLLI Advisory Board meetings and sponsored events if the campus Executive Director is unable to attend.

Financial Management
  • Works with the University Extension Fiscal and Administrative Services Director to develop program budget, monitor revenue and expenditures and execute agreements with other bodies as necessary.
  • Processes payments, refunds, oversees program pricing, website and Cashnet payment accuracy by working closely with the campus cashier and student finance staff.
  • Actively seeks new revenue sources and successfully implements periodic fundraising campaigns.

Community Development
  • Supports a vibrant programmatic culture by organizing special events, establishing regular fundraising opportunities, and developing a close relationship with local institutions.
  • Serves as liaison to University Advancement, seeking funding opportunities for programmatic expansion.
  • Benchmarks other grant recipients with an eye to developing programmatic excellence.

Required Qualifications
  • Experience in curriculum planning, marketing and relationship building with diverse populations.
  • Ability to organize and plan work and projects including handling multiple priorities.
  • Demonstrated ability to establish and maintain effective working relationships within internal and external key stakeholders and serve as a liaison for the administrative support unit.
  • Ability to communicate information to staff, faculty, students, senior campus officials, outside agencies and community members in a courteous manner with an emphasis on customer service.
  • Working knowledge of special event planning and facilities reservation process within a higher education environment.
  • Ability to prioritize and take initiative and independently plan, organize, coordinate, and perform work in various situations where numerous and diverse demands are involved.
  • Demonstrated ability to effectively interpret, organize, and present information and ideas in written or presentation form.
  • Ability to handle confidential information with discretion.
  • Adaptable to program changes and the changing needs of OLLI membership.
  • Experience with desktop publishing software.
  • Proficient in WordPress, Adobe Suite, CRM such as Salesforce and Mail Chimp, and Google Suite.
  • Must be able to lift 50 pounds.

Minimum Qualifications

Requires general knowledge and skills in the applicable administrative and/or program field with a foundational knowledge of public administration principles, practices, and methods. This foundation would normally be obtained through a bachelor's degree and/or equivalent training and administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs.

Preferred Skills and Knowledge
  • Master's degree preferred.

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

As an Equal Opportunity Employer, Cal State East Bay does not discriminate on the basis of any protected categories: age, ancestry, citizenship, color, disability, gender, immigration status, marital status, national origin, race, religion, sexual orientation, or veteran's status. The University is committed to the principles of diversity in employment and to creating a stimulating learning environment for its diverse student body.

Other Information

All California State University campuses, including Cal State East Bay, are smoke and tobacco-free. For more information, please visit our website at

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 at:


Cal State East Bay is not a sponsoring agency for Staff or Management positions.

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.

CSU Vaccination Policy

CSU requires faculty, staff, and students who are accessing campus facilities to be immunized against COVID-19 or declare a medical or religious exemption from doing so. Any candidates advanced in a currently open search process should be prepared to comply with this requirement. The systemwide policy can be found at https://calstate.policystat. com/policy/9779821/latest/ and questions may be sent to

Closing Date/Time: Open until filled

Job Address

Hayward, California 94542 United States View Map