Chemistry Department Office Manager - Administrative Support Coordinator II (516768)

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

Job Description

Description:

Salary and Benefits

The starting salary placement depends on qualifications and experience and is anticipated to be in the range of $3,700.00 to $4,600.00/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 https://www.csueastbay.edu/hr/benefits/index.html

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 the department, department chair, faculty, staff, and students. The Office Manager ensures that the department office operates efficiently and sets policies and procedures relating to office function. The position is responsible for implementing department goals and objectives and for complying with state and federal regulations, university policies, and established procedures relating to the function of the office. It provides historical and operational continuity for the department and has some autonomy in decision making regarding resolving common problems. The person sought for this position will respond to student inquiries in different modalities, interact with offices across the campus, maintain department records, enter class schedules, post faculty office hours, handle payroll documents, assist students with registration issues, build special registration classes, initiate contracts and related hiring documents, administer the hiring of student assistants, place textbook orders, coordinate duplicating of course materials, help faculty with special issues, serve as the department web contact, and work with the department chair on special projects.

Responsibilities

Administrative support for the department, including office management and unit operations:

Respond to inquiries in multiple modalities by providing requested information and/or directing the individual to the appropriate person or office.

Maintain department files (e.g. department records, program review and accreditation reports, Advancement account information, lists of graduating seniors, Master's student files, incomplete grades, lecturer application information, etc.).

Make funding requests from department accounts; submit reimbursement requests; submit maintenance work orders for office related issues.

Keep a supply of university forms and department brochures for distribution to students and faculty (e.g. campus affiliate forms, major roadmaps, program brochures).

Maintain bulletin boards and work with Chair and Faculty Webmaster to update content of department website.

Enter class schedules.

Submit monthly payroll requests; monitor and submit employee absences.

Initiate lecturer contracts; complete electronic staff and faculty action forms as required for new hires, sabbatical leaves, retirements, etc.

Handle requests from other units on campus or from off campus individuals or organizations.

Administrative support for academic programs and faculty:

Orient new lecturers and tenure track faculty to office and university administrative operations.

Coordinate reproduction of course materials - send request forms to the copy center or provide website information; accept and confidentially store completed materials (e.g. exams) until picked up by instructor.

Assist Graduate Coordinator in processing Master's candidate applications and with correspondence; establish files for accepted graduate students and help with graduation paperwork.

Submit book orders and main electronic copies and obtain desk copies of textbooks fom publishers as requested by instructors; maintain inventory of textbooks for classes and lab sections taught by lecturers or graduate teaching associates.

Assist faculty and lecturers with special campus procedures, e.g. filing travel forms and claims and clearance forms and procedures for departing lecturers.

Assist faculty in preparing curricular change forms such as revisions and modifications; keep curricular roadmaps up to date.

Administrative support for students:

Assist students with class registration issues; add students from waitlists to lecture and/or lab sections during the add/drop period, as appropriate.

Add or close class sections in response to enrollment numbers (after consultation with the Chair and Associate Dean); inform students by e-mail, as appropriate.

Build approved Special Registration classes.

Compile list of graduating seniors and other relevant information for use in yearly and five year accreditation reports for the American Chemical Society.

Interact with students in multiple modalities to answer questions about department courses or programs, course equivalencies, registration blocks and other issues; serve as liaison between department and university offices regarding student problems.

Direct students to the College of Science Student Service Center or to a faculty member for advising, as appropriate.

Administrative support for special projects and events:

Compile student, faculty, and course data for American Chemical Society accreditation; enter data into Annual Report and assist Chair and Faculty in preparing the Five Year Report.

Provide support for tenure track faculty searches including assisting with reimbursement requests for candidates.

Coordinate community outreach events; occasionally represent the department at special events; maintain copies of department brochures and roadmaps for distribution at campus informational events.

Required Qualifications

3 - 4 years of progressive office experience.

Knowledge of right to privacy laws and university procedures relevant to these laws.
Willingness to acquire knowledge of faculty and staff collective bargaining agreements and faculty retention, tenure and promotion guidelines.
Knowledge of general office procedures; detail-oriented approach to office organization.
Good communication skills, both written and verbal; ability to interact in a professional and helpful manner with students, faculty, staff and the public.
Strong computer skills (e.g. e-mail, internet searches, word processing, Excel spreadsheets) and the ability to learn and utilize PeopleSoft programs for student registration, class scheduling, student hiring, lecturer contracts, etc.
Flexibility to handle unexpected issues; good problem-solving skills.
Ability to manage and take responsibility for completion of projects and work effectively with others.

Minimum Qualifications

Entry to this classification requires a fully functional knowledge of and skill in standard office procedures and practices, as well as an ability to understand and operate in a variety of organizational structures. Additionally, incumbents are expected to have a thorough knowledge of English grammar, spelling, and punctuation and be able to clearly communicate orally and in writing. Some positions may require a knowledge of business mathematics beyond basic arithmetic. The ability to use and quickly learn new office support technology systems and software packages is also a prerequisite. These entry qualifications would normally be obtained through a high school program, technical/vocational program, or their equivalents combined with several years of related office work experience.

Preferred Skills and Knowledge

1 - 2 years of college/business school 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 http://www.csueastbay.edu/smokeandtobaccofree/

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: http://www.csueastbay.edu/upd/safety-and-security-reports.html

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.

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 hr@csueastbay.edu.

Closing Date/Time: Open until filled

Job Address

Hayward, California 94542 United States View Map