Computer Science Office Manager - Administrative Support Coordinator I

California State University - East Bay, CA4.3

East Bay
Job ID: 5630

Job Title:
Computer Science Office Manager - Administrative Support Coordinator I

Appointment Type:

Time Base:

Date Posted:June 3, 2019 Closing Date:
Open until filled

Benefits Link:
CSUEU (Unit 2, 5, 7, 9)

Link to Apply Online:

Campus Employment Homepage:

The starting salary will be between $3,350.00/month to $3,500.00/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

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.

The Computer Science Department is a large and flourishing department, offering a variety of courses at a variety of times. The department consists of diverse full-time faculty, with a wide range of backgrounds and interests. The department offers Bachelor's and Master's degrees in Computer Science, as well as a Computer Science minor. The department strives to provide a quality education to a diverse student community, and serves as one of the larger majors on campus.

Under general direction of the Chair, this position is responsible for the coordination of the full scope of activities performed by the Department of Computer Science. Responsibilities include department payroll; teaching contracts, orientation of new faculty and staff; assistance with preparation of PTR and RTP documents and periodic evaluations of lecturers; travel claims; participation in the hiring and evaluation of ASA II; hiring of graders, student workers and lab assistants; monitoring and approval of student hours in PeopleSoft; supervision of department budget and purchasing; assistance with creating course schedules; building and rooming of courses; administration of department scholarships; assistance with tenure track faculty searches; coordination of special events such as the Award Ceremony, annual BBQ and Advisory Board meetings; liaison between department and other university offices and off campus community. Provides historical and operational continuity in the department.

Department: Sets priorities and assignments for student workers. Uses Federal/State/University/College/Department procedures and regulations to assure departmental conformity. Coordinates daily operation of the department. Establishes efficient workflow and completion of work within the office and with SSP II. Analyses operational and procedural problems related to the functioning of the department. Researches appropriate information and prepares reports as requested. Hires graders, student workers and lab assistants. Handles department payroll. Prepares hiring documents and contracts including eFAFs, SEAFs, eSAFs. Provides information to campus and community agencies upon request. Serves as an on-campus liaison for the department for students and staff. Maintains and monitors department's budget.

Academic: Orients new faculty and staff. Enters data into Student Administration System for the course schedule (including course restrictions, class size, room assignment, and faculty assignment). Adds and cancels classes. Assists SSP with registration and add/drop. Maintains course outlines for all courses taught in the department. Serves as a resource for PTR, RTP and annual review of lecturers.

Special Features/Projects and Events: Handles room reservations, flyers, food, and advertisements for speakers and off-campus recruiting visits. Arranges binding of student thesis for M.S. in Computer Science. Coordinates department scholarships. Develops rapport with donors and members of Advisory Board. Rooms courses in CS computer labs. Serves as a resource for Tenure-Track Faculty Search Committees; manages Interfolio for the department; arranges travel and reimbursement for candidates. Assists Chair with annual Advisory Board Meeting. Coordinates department events such as the annual awards presentation and BBQ. Participates in university events such as commencement at the request of CS Chair or College Office. Represents the university and the Department at campus events such as commencement and Honors Convocation.

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. The ability to use and quickly learn new office support technology systems and software packages is also a prerequisite.

These 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.

BS/BA. College courses in computer science. At least two years of related office work experience.

Knowledge of university student, fiscal, and HR systems. Knowledge of privacy laws, faculty and staff MOUs, PTR, RTP and lecturer evaluation regulations. Thorough knowledge of essential bookkeeping and general office systems. Expertise in Windows, Word, and Excel. Effective communication skills with a diverse population. Thorough knowledge of English grammar, punctuation, and spelling. Knowledge of all degrees and options offered by the department. First level management skills including delegation, motivation, appraisal. Able to use and quickly learn new office support technology systems and software packages.

In addition to the standard Cal State East Bay application, please submit a:

1. Cover letter
2. Resume
3. List of three (3) or more professional references

Resumes alone will not be accepted in lieu of a completed online application.

To apply on-line, please go to If you are a first time user, you must register, create a user ID and password, fill in your basic information, save and click on the position you are interested in, click on the "Apply Now" button to begin the online application.

This position will remain open until filled and may close without further notice.

Applicants will receive a confirmation of receipt via automatic email reply regarding their application materials. In addition, all applicants who were not selected will receive email notification at the conclusion of the recruitment process. Please be patient as this process may take several weeks.

This is a position with supervisory/lead responsibilities, subject to completion of the University on-line Sexual Harassment training as a condition of employment.

Satisfactory completion of a background check 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.

All California State University campuses, including Cal State East Bay, are smoke and tobacco-free. For more information, please visit our website at

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:

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.

Cal State East Bay is not a sponsoring agency for Staff or Management positions.

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.