Salary and Benefits
PLEASE NOTE: The starting salary placement depends on qualifications and experience and is anticipated to be in the range of $4,047.00 per month to $5,032.00 per month (Step 1 - Step 12).
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 Coordinator
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 March 2, 2026.
This position is temporary through June 30, 2027, with the possibility of reappointment.
The Institute for STEM Education at CSU East Bay advances STEM (Science, Technology, Engineering, Mathematics) teaching and learning in parallel with the rapidly changing knowledge, practices, and needs in STEM fields and disciplines. In addition to preparing students for success in STEM fields and disciplines, the Institute aims to help all students acquire the STEM knowledge required for decision making in their daily lives.
This position provides administrative and clerical support for grant-funded programs affiliated with the Institute for STEM Education. Under the general direction of Institute leadership and program coordinators, the incumbent supports program operations, assists with grant-related administrative processes, and performs a variety of financial, communications, and office support tasks to ensure efficient day-to-day operations.
Responsibilities
Administrative Support
- As a primary responsibility, the ISE Program Coordinator provides administrative and clerical support.
- The Program Coordinator assists with and processes administrative transactions, including requisitions, scholarships, purchase orders, stipends, payments, procurement card activity, and travel, in accordance with CSU and grant guidelines.
- Providing purchasing and contract processing support.
- Coordinating room reservations and hospitality arrangements.
- Managing travel bookings and reimbursement processing.
- Processing participant support payments.
- Administering student scholarship processing.
- Supporting recruitment activities.
- Scheduling and preparing documents.
- Maintaining records and data.
- Updating website content.
Program Support
- The ISE Program Coordinator supports a number of grant-funded programs affiliated with the Institute for STEM Education.
- Support small- and large-scale events for various programs including location reservation and set-up, meeting materials and supplies, transportation, and hospitality.
- Assist with outreach and recruitment activities for student service programs (MSTI/MAST, Noyce Scholars, Aspiring Educators, CAP, HOST Labs), by coordinating communications, maintaining contact lists and supporting events and informational sessions.
- Provide administrative support for scholarship processes, including application tracking, documentation, coordination with students and campus partners, and recordkeeping.
- Collect, compile, and maintain program data and assist with preparation of reports for program funders using established templates and systems.
Communication Coordinator
- The ISE Program Coordinator provides administrative and operational support for Institute communications activities in coordination with Institute leadership.
- Serve as a point of contact for routine communications with students and faculty regarding Institute programs and opportunities, under the direction of Institute leadership.
- Coordinate communications strategies to increase awareness of the Institute’s programs.
- Maintain and update Institute website content using CSUEB Cascade in accordance with established standards and guidelines.
- Prepare, update and distribute flyers, brochures, posters, and other outreach materials using established branding guidelines and templates.
- Coordinate the preparation and distribution of marketing mailers and a monthly newsletter to campus and community partners.
Minimum Qualifications
- Completion of a high school program, technical/vocational program, or their equivalent, combined with related office work experience.
- Functional knowledge of and skill in standard office procedures and practices.
- Thorough knowledge of English grammar, spelling, and punctuation, and the ability to clearly communicate orally and in writing.
- Ability to perform basic mathematical calculations.
- Ability to use and quickly learn new office support technology systems and software packages, such as Microsoft Office, Adobe Acrobat, or equivalent office productivity software.
Preferred Skills and Knowledge
Experience
- Two years of administrative and communications experience with progressively increasing responsibility, preferably in an academic setting.
Knowledge, Skills, and Abilities
- Experience to be fully functional in all technical aspects of work assignments.
- Detailed knowledge or the ability to learn applicable university infrastructure, policies, and procedures.
- Thorough knowledge of office systems and ability to use a broader range of technology, systems, and packages.
- Ability to independently handle multiple work unit priorities and projects.
- Ability to apply a wide variety of policies and procedures with guidance from the appropriate administrator when needed.
- Working knowledge of budget policies and procedures.
- Ability to calculate ratios and percentages, track financial data, and make simple projections.
- Ability to draft and compose correspondence and standard reports.
- Ability to handle effectively a broader range of interpersonal contacts, including those at a higher level and those sensitive in nature.
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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