Job No: 551562
Work Type: Staff
Location: East Bay
Categories: Unit 7 – CSUEU – Clerical and Administrative Support Services, Administrative, Probationary, Full Time, Telecommute eligible (work onsite as scheduled and/or as requested and telecommute as scheduled)
Salary and Benefits
PLEASE NOTE: The starting salary placement depends on qualifications and experience and is anticipated to be in the range of $3,680.00 per month to $4,548.00 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 Support Assistant II
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
Please Note: Review of applications will begin on September 26, 2025.
The Natural Sciences Hub Office Assistant will serve as the first point of contact for individuals seeking service from the departmental office, whether by walk-in, real-time telephone inquiry, telephone messaging system inquiry, email inquiry, or departmental webpage inquiry. A decision in each case will be made on the fly to optimize service to the person making the inquiry. This may involve direct action by this position, Natural Sciences Hub Analyst or Office Manager, referral to the appropriate department chair or a faculty member or teaching associate, or referral to another university office.
When not directly involved with inquiries as described above, the individual will help with any tasks surrounding student assistance and course delivery and help with overflow work as needed by the Natural Sciences Hub Analyst and Office Manager. It should be carefully noted that this will require significant multi-tasking, working these regular, recurring tasks with inquiries.
Responsibilities
Public Services
- Prioritization and action on flow of information coming into office; walk-in, real-time telephone inquiry, telephone messaging system, e-mail inquiries, and departmental website inquiries. Prioritization will be especially crucial when multiple inquiries occur at the same time.
- The Natural Sciences Hub prides itself on timely and sensitive responses to requests. This will include directly answering telephone inquiries promptly, prioritizing inquiries that overlap in time, and minimizing the length of time an individual may be put on hold. This will also include checking the telephone messaging system every morning on arrival and after every break and checking email and webpage inquiries daily.
Student Services
- Manage add/drop and other student departmental forms that are submitted on a regular basis.
- Coordinate flow of information between office and College of Science Advising Center.
- Maintain supply of departmental handouts on major curricula and programs.
- Issue building passes.
- Access University databases for student information.
- Coordinate communication to faculty and students regarding job postings, internships, and events using organizational groups.
Faculty Services
- Support course delivery with direction from faculty and teaching associates.
- Post office hours to website and college office in a timely manner each academic term.
- Maintain course syllabi archives in electronic format.
- Coordinate information on student course evaluations for faculty and teaching associates.
- Transmit evaluation summaries to faculty and teaching associates.
- Contact textbook representatives to fulfill desk copy textbook orders for faculty and teaching associates.
- Manage textbook orders between faculty and bookstore to ensure that University deadlines are met.
- Manage and fulfill copying orders with faculty and teaching associates to include requisite security for examination copies.
- Assist with posting departmental notices and updates in office and lecture rooms as needed (i.e. class cancellations, schedule changes, etc.).
Hub Office Support
- Work under the direction of the Analyst and Office Manager to help prioritize tasks regarding efficient and accurate flow of information in and out of Hub office.
- Monitor and order office supplies.
- Pick up daily departmental mail from College of Science office and distribute; provide courier pick-up and delivery to other campus offices.
- Generate department flyers for seminars and course advertising.
- Order supplies and equipment from faculty grants and from departmental special funds (includes completion of tracking of requisitions/purchase orders).
- Maintain orderliness in office area to include putting office supplies away, emptying document shredder, and maintaining clear work surfaces (personal desk and counter tops).
- Monitor Hub supply of photocopy paper to include ordering, restocking printers, and assisting faculty and teaching associates with printer jams.
- Assis with the coordination of temporary and tenure-track faculty office moves as determined by the Analyst, Office Manager, and Chairs.
- File work orders with Facilities and Service Desk tickets with ITS.
- Coordinate special short-term projects as determined by Analyst, Office Manager, or Chairs, e.g. faculty meetings, annual graduation barbecue, al Fresco, and maintain currency of items on departmental bulletin boards.
- Provide administrative support as requested by departmental Graduate Coordinators.
- E-file of important documents and records for departmental archiving.
- Update photographs on departmental webpages.
- Respond in a timely manner to any instructional and research laboratory emergencies or personnel incidents that occur within or nearby the Hub.
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.
- 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.
Required Qualifications
- Excellent skills with PC Office software, e-mail, Cascade webpage software.
- Basic knowledge of fiscal management, accounting, bookkeeping, and filing.
- Willingness to train in and ability to learn and develop skills in PeopleSoft student data management, Pioneer Data, Data Warehouse, and Singularity.
- Experience with basic office equipment to include PC, internet-driven printers, fax, copier, scanner, and digital camera.
- Ability to lift/carry up to 25 pounds.
- Ability to stay current with department, college, and university regulations and policies.
- Ability to learn and gain a full understanding of departments’ degree program offerings.
- Familiarity and experience with the requisite multi-tasking and organizational skills that lead to successful balancing of priorities in a fast-paced office environment.
- Exhibit good judgment for resolving, directing, or re-directing inquiries.
- Ability to monitor and maintain a safe and secure work environment.
- Ability to cultivate and maintain a positive and productive work environment for all individuals entering and exiting the office.
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
All university programs and activities are open and available to all regardless of race, sex, color, ethnicity or national origin. Consistent with California law and federal civil rights laws, Cal State, East Bay provides equal opportunity in education and employment without unlawful discrimination or preferential treatment based on race, sex, color, ethnicity, or national origin. Our commitment to equal opportunity means ensuring that every student and employee has access to the resources and support they need to thrive and succeed in a university environment and in their communities. The CSU complies with Title VI of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act, the California Equity in Higher Education Act, California’s Proposition 209 (Art. I, Section 31 of the California Constitution), other applicable state and federal anti-discrimination laws, and CSU’s Nondiscrimination Policy. We prohibit discriminatory preferential treatment, segregation based on race or any other protected status, and all forms of discrimination, harassment, and retaliation in all university programs, policies, and practices.
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.
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