PHAP Administrative Support Assistant - Administrative Support Assistant II (511346)

  • Cal State University (CSU) East Bay
  • Hayward, California
  • Jun 04, 2022
Full Time Clerical and Administrative Support

Job Description


Salary and Benefits

The starting salary placement depends on qualifications and experience and is anticipated to be in the range of $3,200.00/month to $3,856.00/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

This position provides administrative support for faculty, staff and students of the Pre-Professional Health Academic Program (PHAP), which is housed in the College of Science (CSCI) and offered through University Extension (UE). PHAP is structured for students with bachelor's degrees who want to return to school to strengthen their knowledge in science related areas in order to be more competitive when applying for health-related studies or occupations, such as medicine or dentistry.

This position is responsible for maintaining deadlines, ensuring the office is running efficiently, and performing administrative duties assigned by the PHAP Directors and/or ASC II. This position will generally be the first point of contact for students seeking PHAP inquiries and service from the PHAP Office. This position acts as a gateway to the PHAP student body, as well as support for the faculty and PHAP staff.

Administrative duties include, but are not limited to: assisting in enrolling students, monitoring waitlist, checking students to see if they meet the criteria to advance to next course, supporting in the hiring student/tutor/peer advisors, directing students to appropriate advising resources, maintaining and monitoring Merit Award applications, coordinating with outside institutions such as Princeton and health professional schools, monitoring Graduate Transmittal forms and admission status by using Pioneer Data Warehouse, OnBase, and PeopleSoft, preparing PHAP committee letter packets, processing completion certificates, and other PHAP Committee Letter/Biomedical Application Procedure responsibilities.


PHAP Committee Letter/ Biomedical Application Procedures:
  • Establish committee letter deadlines.
  • Notify 200+ students when committee interviews are available.
  • Maintain multiple emails accounts.
  • Create a schedule for committee interviews.
  • Reserve rooms for committee interviews.
  • Coordinate student cancellations and inquiry process
  • Remain in constant communication with committee members, health professional programs, students, writers, and PHAP Director.
  • Compile packets for writers and PHAP students.
  • Proof committee letters and make changes when needed before forwarding to health professional schools.
  • House, maintain, and continually update committee files and forms.
  • Stay well informed of Health Professional Schools application procedure.
  • Stay well informed of Virtual faculty evaluations, AMCAS, AACOMAS, AADAS, OPTOMCAS, PHARMCAS, & VMCAS.
  • Set up committee informational sessions.

Student/ Faculty /Office Services:
  • Coordinate the ORG_PHAP Blackboard page, updating the contents of this Blackboard group, and approving PHAP student access to this Blackboard group.
  • Coordinate, verify, and process PHAP Completion Certificates each semester.
  • Assist ASC II in tutor, peer advisor and student assistant selection process and supervision.
  • Assemble, edit, advertise, and publish the semesterly PHAP Merit Award, Peer Advising and Peer Tutoring, and Test Prep Applications for the ASC II and PHAP Directors.
  • Coordinate the scheduling of the Peer Advisors and Peer Tutors
  • With support of the ASC II, process and archive a large number of forms for 380 students, including but not limited to: add/drop, special registrations, late withdrawals, Open University petitions, change of grade for faculty and students
  • Communicate with instructors regarding registration and duplicating procedures.
  • Coordinate virtual office hours in Zoom for current PHAP students and prospective PHAP applicants
  • Coordinate office supplies as needed by PHAP office and staff

Special Projects:
  • Coordination, organization and planning of PHAP semesterly events
  • Coordinate processes associated with catering, budget requests, hospitality forms and honorariums with the ASC II and UE.
  • Coordinate student volunteers, e-mail and social media correspondence for the following events:
    • Medical Symposium
    • Dental Symposium
    • Allied Health Symposium
    • New Student Orientation for Fall and Spring
    • PHAP Preview Day
    • PHAP Independent Study Symposium

PHAP Course Scheduling:
  • Work with ASC II to ensure semesterly PHAP course schedule is completed and PHAP courses are built and scheduled as needed via PeopleSoft
  • Assist in communicating with various departments regarding instructional staffing
  • Support ASC II in notifying students of course cancellations or course changes

Test Prep Course for MCAT/ DAT/ OAT:
  • Act as an effective liaison and communicator between the PHAP directors and administrators, University Extension accounting and finance, PHAP students, and the test preparatory company.
  • Perform the ICT request
  • Monitor reservations and payments from students.
  • Reserve rooms for the Test Prep course.
  • Assemble and verify rosters with Test Prep company.
  • Act as mediator for Test Prep concerns and inquiries.
  • Keep in constant communication with students, Test Prep Company, and PHAP staff.
  • Monitor important deadlines and notify students.
  • Order and update texts for Test Prep company.
  • Update Test Prep texts on reserve on campus library.

Required Qualifications
  • Knowledge of PHAP program, curricular, and goals in order to effectively serve faculty and students.
  • Ability to use PeopleSoft, University software, Microsoft office, Google applications such as calendar/ forms/drive, Sheets, Docs, Pioneer Data Warehouse, PHAP list serve, PHAP Facebook, Zoom, Slack.
  • Ability to adapt to constant interruptions.
  • Knowledge of regulations, policies and procedures of CSUEB, University Extension, PHAP and health professional schools.
  • Excellent communication skills for telephone, emails and foot-traffic based inquiries.
  • Ability to work in a team environment as this position requires continual communication with faculty, students, and staff and other university departments, management and health professional schools.
  • Exceptional organizational skills and ability to multitask.
  • Ability to anticipate, prevent and solve problems.
  • Maintain a safe and secure workplace.
  • Operate and troubleshoot problems occurring with various office machines.

Minimum Qualifications

Requires fundamental written and oral communication skills, including a sound foundation in English grammar, spelling, and punctuation; an ability to understand standard office procedures; an ability to operate standard office equipment; an ability to learn office technology systems; an ability to perform basic mathematical calculations; and typing and keyboard skills.

These entry qualifications would normally be obtained through completion of a high school program or its equivalent and some experience in an office environment.

Preferred Skills and Knowledge
  • Knowledge of Test Prep companies, PHAP Committee Interview Procedures, LORs and health professional school requirements.
  • Knowledge of Salesforce email integration with UE Marketing.

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 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.

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

Remote-eligible (Remote work is a type of flexible working arrangement that allows an employee to work from remote location)


Job Address

Hayward, California 94542 United States View Map