Academic Administrative Coordinator (Administrative Support Coordinator II)

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.

Please Note: Review of applications will begin on October 13, 2026.

The Academic Administrative Coordinator provides comprehensive administrative support for academic departments within the Graduate School of Education. The position works closely with department chairs, faculty, staff, students, and other university offices to support academic programs and day-to-day departmental operations.

Primary areas of responsibility include student and faculty administrative support, course scheduling and faculty workload coordination, faculty appointments and payroll-related processes, scholarship administration, and general departmental support. The position works with a high degree of independence and is expected to exercise sound judgment, maintain confidentiality, manage competing priorities, and identify opportunities to improve administrative processes.

Administrative and Student Support 

• →Provide administrative support and respond to questions from students, faculty, staff, and university administrators.
• →Assist students and faculty with enrollment, registration, academic records, and other routine academic procedures.
• →Interpret and communicate applicable university policies, procedures, and academic requirements.
• →Serve as a liaison between the academic departments and other university offices.
• →Maintain accurate and organized departmental records.
• →Identify and implement improvements to administrative processes and procedures.
• →Perform other administrative duties as assigned.

Course Scheduling and Faculty Workload

• →Coordinate and maintain academic course schedules for assigned departments.
• →Track and maintain faculty workload and assigned-time information, ensuring consistency with course schedules and applicable policies.
• →Review scheduling and workload information for accuracy, identify discrepancies, and coordinate corrections with department chairs and appropriate university offices.
• →Coordinate enrollment, classroom, and other course scheduling needs.
• →Prepare enrollment, admissions, workload, and related reports to support departmental planning and decision-making.
• →Support graduate admissions and related academic program agreements or administrative requirements.
• →Ensure scheduling and workload activities comply with university and college policies and procedures.

Faculty Appointments, Contracts, and Payroll

• →Coordinate administrative processes related to faculty appointments, contracts, and changes in employment status.
• →Maintain accurate faculty appointment, entitlement, leave, and related personnel records.
• →Support required payroll certification and absence-reporting processes.
• →Assist department chairs with lecturer recruitment and appointment activities, including preparation of position announcements and recruitment materials.
• →Coordinate system access and other administrative requirements associated with faculty appointments.
• →Apply and communicate university personnel policies and procedures as appropriate.
• →Serve as a liaison with college and university offices regarding faculty appointments, contracts, and payroll matters.

Scholarship Administration 

• →Coordinate departmental scholarship administration in collaboration with faculty committees and appropriate university offices.
• →Confirm availability of scholarship funds and facilitate award processing.
• →Communicate scholarship opportunities, deadlines, review procedures, and award information.
• →Coordinate required documentation and reporting for scholarship awards.
• →Maintain scholarship information and support training or guidance for faculty scholarship committees.
• →Respond to questions regarding scholarship processes and requirements.

General Departmental Support

• →Provide backup administrative support for departmental operations as needed.
• →Support purchasing and reconciliation activities when assigned.
• →Serve as a backup point of contact for departmental administrative functions.
• →Perform other duties appropriate to the classification as assigned.

• A 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.
• These minimum 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.

• Excellent organizational and record keeping skills.
• Strong attention to detail ensuring accuracy in all areas of responsibility.
• Ability to address confidential information with discretion and sensitivity.
• Excellent interpersonal skills.
• Ability to effectively communicate with a diverse student, faculty, and staff population.
• Ability to address a broader range of interpersonal contacts, including those at a higher level.
• Advanced knowledge of Microsoft Excel, especially related to bookkeeping and/or basic fund accounting.
• Ability to use Microsoft Office, Adobe Acrobat, or equivalent office productivity software with a high level of proficiency.
• Ability to independently manage multiple tasks and unit projects prioritizing for maximum efficiency.
• Ability to work collaboratively.
• Ability to use the Internet to research and compile information.
• Ability to work under pressure with frequent interruptions.

• Two years skilled office experience or vocational training.
• Thorough knowledge of California State University policies and procedures.
• Experience handling confidential information is highly preferred.
• Knowledge of, or experience with, Procure 2 Pay, Concur, PeopleSoft.

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.

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.

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. 

Cal State East Bay is not a sponsoring agency for Staff or Management positions and we are not an E-Verify employer.

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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