Salary and Benefits PLEASE NOTE: The starting salary placement depends on qualifications and experience and is anticipated to be in the range of $3,694.00 per month to $4,800.00 per 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, 14 paid holidays, one personal holiday and tuition fee waiver.
For more information on the benefits program, please visit our benefits website. The CSU Total Compensation Calculator demonstrates the significance of our benefits package.
This position
may be eligible to participate in the Cal State East Bay hybrid telecommute program subject to management approval.
Classification Administrative Analyst/Specialist, Non-Exempt
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). 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 is a temporary, full-time, grant funded position through June 30, 2025, with the possibility of reappointment. The East Bay Science Initiative (EBSi) is funded by the U.S. Department of Education’s Hispanic Serving Institutions STEM Grant. The purpose of this grant is to expand STEM opportunities, diversity STEM pathways, and prepare STEM majors for productive careers that enable them to contribute to their communities, the state of California and the nation. These efforts are key to institutional success in achieving our GI 2025 targets through creative implementation focused on the Chancellor’s Office Equity Goals and Priorities. The Program Coordinator will support and help advance four major goals: to provide intentional and coherent Freshman Year Experience academic programs and support for STEM majors; to recruit and prepare California Community College (CCC) students to attain Computer Science degrees from Cal State East Bay; to recruit and prepare CCC students to enter a STEM teaching career pipeline at Cal State East Bay; to develop the skills, pathways, and opportunities for juniors and seniors to attain paid internships relevant to their majors and career goals. The Program Coordinator will contribute to program planning and will coordinate all program activities, including but not limited to, recruiting student participants and assistants, overseeing processes, communicating with external partners, tracking data, maintaining records, and collaborating across the university. The Program Coordinator will ensure that all grant goals and requirements are met working closely and effectively with the Principal Investigator (PI) and Co-Principal Investigators (Co-PI) of the grant, as well as the administration, faculty, other staff, and students participating in grant-related activities across campus and beyond, especially in the College of Science and College of Education and Allied Studies.
Responsibilities PROGRAM ADMINISTRATION
Develop and implement processes and practices for accurate and effective management, support and tracking of all aspects of grant programming both day-to-day and longitudinally. Effectively represent grant activities, the college and university through interacting, collaborating and liaising with constituencies both on and off campus including the Department of Education. Foresee and respond to complex situations. Program administration duties include, but are not limited to:
- Serve as a lead liaison to the Department of Education, ORSP, and any other organizations that require reporting or compliance.
- Work to ensure alignment with campus and college efforts such as elements of the STEM Lab, CAP program, MESA University, HPN, California Community Colleges, employers, AGILE, etc.
- Design, coordinate, and facilitate small- and large-scale events for grant-related activities (e.g., conferences and training), including location (in-person or remote), creating/producing meeting materials/supplies (e.g. outreach, agendas, fliers), and if needed, transportation, and catering.
- Ensure East Bay STEM Initiative communications and media (such as web and social media), budget, newsletters, and reports represent the program, and that the program is branded correctly for representing both the East Bay STEM Initiative and grant funders.
- Provide guidance to and facilitate transactions for investigators for hiring staff and students, paying faculty, ordering supplies and/or equipment, processing reimbursements related to travel or miscellaneous expenses, and ensure that that initial fiscal, human resource and procurement transactions follow Federal, State, CSU, and campus policies, as well as sponsor guidelines and award terms and conditions.
BUDGET/FINANCIAL ADMINISTRATION
Develop, manage and maintain financial processes and systems to monitor the grant budget taking into account complex independent and intersecting programs. Budget/financial administration duties include, but are not limited to:
- Develop budget projections and narratives that reflect changing budgetary landscapes and varied budget sources for programming with many interacting elements. Ensure compliance and clear communication with the Department of Education, including communication and relationship development with the Program Officer.
- Ensure accurate reconciliation and transparent sharing of financial information with the Office of Research and Sponsored Programs (ORSP) for efficient operations for all grant funded activities.
- Lead all processes and procedures for timely, clear, effective and accurate budget expenditures.
PROJECT ALIGNMENT AND INTEGRATION WITH COLLEGE INITIATIVES ESPECIALLY EXPERIENCES BEYOND THE CLASSROOM
Develop, manage and maintain sustainable infrastructure to support equitable access to and experiences with mentored research opportunities, internships, and career exploration. Project alignment and integration with college initiatives duties include, but are not limited to:
- In alignment with the Internship pathway, partner with the pathway lead to collect and analyze participant data.
- Develop communication channels; and build summer bridge/research peer-mentor programs.
- Develop resources for faculty and community events for students that support inclusive and equity focused experiences and spaces.
- In alignment with FYE and CS transfer pathways, develop and maintain communication mechanisms to facilitate progression and graduation.
- In alignment with STEM Teaching and FYE pathways, identify and implement activities that support the development of future teachers in the STEM LAB.
EVALUATION & COMPLIANCE
Monitor progress of programming towards the objectives and key performance indicators as established in the grant proposal, including all program participants’ retention and graduation rates. Manage interactions with, support needs (data, documents, and other resources) and requests from, and maintain proper protocols and contracts with the outside evaluation team. Evaluation and Compliance duties include, but are not limited to:
- Work closely with the PI and Co-PI’s of the grant to provide assistance with program evaluation.
- Implement and develop program data tracking and assessment tools, including reviewing requirements and expectations from grant funders, ensuring completion and submission of necessary data, and preparation of reports.
- Ensure that grant employees comply with policies and regulations related to external site interactions, such as community colleges, K-12, offices of education.
COMMUNICATION
Develop and lead communication strategies to all project constituents within and beyond the university. Serve as program liaison by building and maintaining positive and productive working relationships amongst grant personnel and any external stakeholders, and by serving as the lead resource for all issues related to grant administration. Communication duties include, but are not limited to:
- Represent the program at campus events.
- Serve as lead for communications with students and faculty about project-related opportunities. Identify the most effective methods of communication to reach the appropriate audience.
- Develop and implement communications strategies to increase awareness of the opportunities supported by the project.
- Independently design, review, edit, and disseminate flyers, brochures, posters, and other print media for outreach activities and marketing initiatives.
Minimum Qualifications - Bachelor’s degree or a combination of education, training and relevant experience.
- Administrative work experience related to the position.
Required Qualifications - Cultural sensitivity when interacting with a very diverse population of students and faculty.
- Demonstrated ability to use computer applications such as PowerPoint, Word, Excel, and imaging software.
- Familiarity with or demonstrated ability to master programs such as PeopleSoft, Singularity, Google Calendar, and share drives.
- Ability to initiate, implement, and troubleshoot existing and new departmental policies and programs.
- Demonstrated excellent oral and written communication skills, via technology and in person.
- Strong interpersonal skills.
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 here.
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 here.
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.
Advertised: May 23 2024 Pacific Daylight Time
Applications close: Sep 23 2024 Pacific Daylight Time
Closing Date/Time:
