Urgently Require English Department Administrative Coordinator in Hayward, CA - Oakland, CA

Job title: English Department Administrative Coordinator
Company: California State University
Job description: Salary and Benefits

PLEASE NOTE: The starting salary placement depends on qualifications and experience and is anticipated to be in the range of $3,791.00 per month to $4,200.00 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, 13 paid holidays, one personal holiday and tuition fee waiver. For more information on the benefits program, please visit The 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 Coordinator 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

This position provides administrative support to the English Department which includes but is not limited to: assisting faculty with various forms and procedures, purchasing supplies, creating employment contracts for part-time faculty, entering course schedules, and assisting students.

Responsibilities

English Faculty and Staff Appointments:

• Assist department chair in handling all part-time, teaching associate, and tenure track appointments, including the creation of PeopleSoft contracts and recommendation documentation, as well as Electronic Faculty Action Forms (EFAFs).
• Assist department chair in management of all part-time lecturer pool files and PeopleSoft log files.
• Prepare and disseminate position announcements and confidential faculty forms.
• Assist department chair and faculty search committees in following approved search procedures, including: dissemination of recruitment documents, preparation of reporting documents, maintenance of applicant files and the Profiles of All Applicants, and preparation and submission of appointment packets to the College Office.
• Maintain and prepare for submission all documents concerning the Retention, Tenure and Promotion (RTP) of regular faculty including the handling of faculty dossiers and Working Personnel Action Files (WPAF).
• Manage evaluations of faculty, including dissemination and submission of student evaluations and qualitative evaluations.
• Assist department chair and faculty committees in evaluating part-time pool applicants, including the preparation of files for new applicants.
• Prepare advertisements for open faculty positions, including: the composition of job announcements, mailings, sending acknowledgements, preparing files for each applicant, coordinating interviews, responding to inquiries, and preparing letters of regret to unsuccessful candidates.
• Assure that all part-time lecturer pools and PeopleSoft log files are updated and accurate - disseminate position announcements and confidential faculty forms.
• Prepare accurate recruiting and reporting documents, applicant files, and appointment packets.
• Maintain accurate and updated files for part-time pool applicants, including preparation of files for new applicants.

English Scheduling:

• Assist in timely preparation, revision, and submission of quarterly schedule planning sheets.
• Meet deadlines in building quarterly schedules in PeopleSoft and update section assignments as needed, including the assignment of classrooms.
• Update and revise master list of all faculty offices and office hours.
• Provide department chair with accurate enrollment reports from PeopleSoft and other on-line campus resources.
• Submit all requests for schedule changes to the college office via email in a timely fashion.

English Budgets, Purchasing, and Payroll:

• Prepare faculty requests for travel reimbursements accurately and in a timely manner with all requisite receipts, travel stubs, and vouchers.
• Process faculty and staff office keys and departmental work orders; secure approval from the college office.
• Handle all matters relating to payroll including: attendance reports, hourly employee time sheets, separations and clearances, pick-up and distribution of pay warrants, documentation of sick-leave and vacation time, maintain complete and accurate records of all payroll transactions.
• Manage the department S&S budget and the English Trust account.
• Prepare and process all purchasing and procurement for the department.

English Faculty Services:

• Inform faculty of RTP procedures and deadlines.
• Check in and submit to the department chair: all faculty dossiers for RTP and Post-tenure Review, deliver dossiers to the college office as required, and pick up dossiers at the end of year for return to faculty.
• Assist with travel claims and associated materials.
• Direct faculty to appropriate university agencies and personnel on matters of benefits, retirement, etc.
• Coordinate department elections.
• Assist department committees as needed.
• Orient new faculty to university policies and procedures.
• Assist in the coordination of department events, such as receptions, interviews, etc.
• Assist faculty with copy services for syllabi, coursework, and examinations.
• Process textbook orders.
• Order desk copies as needed.

Student Services:

• Direct students to appropriate academic advisors.
• Answer miscellaneous questions about deadlines for registration, graduation, grade changes, etc.
• Assist in the preparation of major checks.
• Handle late, special registration and course withdrawals.

Office Lead and Training:

• Assign front desk tasks to student assistants as needed to facilitate office performance.

Additional Responsibilities:

• Prepare department correspondence associated with annual lecturer pool applications and with tenure-track hiring.
• Correspond with students as needed and with faculty members, as appropriate.
• Other duties as assigned.

Minimum Qualifications

• Completion of a high school program, technical/vocational program, or their equivalents combined with several years of related office work experience.
• Fully functional knowledge of and skill in standard office procedures and practices.
• An ability to understand and operate in a variety of organizational structures.
• Thorough knowledge of English grammar, spelling, and punctuation and ability to clearly communicate orally and in writing.
• Knowledge of business mathematics beyond basic arithmetic.
• Ability to use and quickly learn new office support technology systems and software packages.

Required Qualifications

• Excellent organizational, record keeping, and interpersonal skills.
• Experience with Microsoft Excel, especially related to bookkeeping and/or simple fund accounting.
• Ability to manage multiple tasks and priorities efficiently, accurately, and effectively.
• Excellent attention to detail.
• Ability to communicate effectively with a diverse student, faculty, and staff population.
• Ability to use the Internet to research and gather information.
• Ability to work under pressure with constant interruptions.

Preferred Skills and Knowledge

• Two years of skilled office experience or vocational training.
• Thorough knowledge of California State University policies and procedures.
• Experience handling confidential information.

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.

Advertised: Sep 01 2023 Pacific Daylight Time
Applications close: Jan 01 2024 Pacific Standard Time
Expected salary:
Location: Hayward, CA - Oakland, CA

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