Academic Administrative Support (ASA 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.

This position provides reception, clerical, and administrative support to College of Science faculty, staff, students, and visitors. The position supports the administrative and operational needs of assigned departments, programs, and initiatives within the College of Science and collaborates with other university offices, including the College of Science Office, Facilities, the Registrar, Enrollment Management, Human Resources, Hubs and/or Departments, and other campus administrative units. Working independently under the general guidance of an assigned Analyst and appropriate administrator, the incumbent coordinates with department chairs, other College staff, and College leadership to ensure the efficient delivery of administrative services. Assignments are determined by the operational needs of the College of Science and may change over time while remaining consistent with the Administrative Support Assistant II classification.

• →Serves as the primary point of contact for students, faculty, staff, and visitors by providing information, resolving routine questions, and facilitating access to College and University resources, services, and processes. Supports faculty with administrative processes, including course administration, student records, scheduling, and other departmental operations. Reviews, processes, and routes forms and documentation in accordance with University policies and procedures. Communicates with students, faculty, staff, and campus partners to ensure timely and accurate completion of administrative processes.
• →Supports the day-to-day administrative operations of assigned administrative units to ensure efficient, effective, and compliant business operations. Coordinates administrative processes, maintains departmental records, prepares correspondence and reports, manages departmental communications, and provides operational support for meetings, events, faculty recruitment, and other departmental initiatives. Coordinates with College and University offices to facilitate administrative processes and ensure continuity of operations.
• →Develops and maintains collaborative working relationships with College and University offices to facilitate administrative processes, coordinate services, and support the effective operation of assigned administrative units. Provides cross-coverage and administrative support for College of Science operations to ensure continuity of services. Performs other duties consistent with the Administrative Support Assistant II classification as assigned. 

Entry to this classification 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; and 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.

• Strong customer service and interpersonal skills.
• Previous front-line customer service or receptionist experience.
• Ability to prioritize competing tasks.
• Ability to effectively and professionally interact with a diverse community
• Execution of office procedures and practices in a skillful, proficient, and professional manner.
• Ability to quickly learn and apply university policies and procedures governing the use of human subjects in research.
• Strong knowledge of Microsoft Office Suite (e.g., Excel, Word) and/or Google’s office software (Google Docs, Google Sheets, Gmail).
• Knowledge of basic office equipment: PC, printer, scanner, copier, fax, and multi-phone system
• Some light lifting or carrying may be required.

• Completion of college-level coursework.
• Experience working in a college or university setting. Familiarity with enterprise administrative systems (e.g., PeopleSoft/Oracle), electronic document management systems (e.g., Adobe Acrobat Sign), and the academic programs, policies, and administrative processes of the College of Science.

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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