"Administrative Coordinator for Social Work"

Salary and Benefits

PLEASE NOTE: The starting salary placement depends on qualifications and experience and is anticipated to be in the range of $4,367.00 per month to $5,430.00 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.

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

Please Note: Review of applications will begin on January 7, 2026.

Under the limited direction of the Social Work Department Chair, this position independently coordinates and executes the full range of administrative and operational functions required to support a large and complex academic department serving 25-30 faculty and staff and several hundred undergraduate and graduate students. The incumbent is responsible for managing day-to-day departmental operations, interpreting and applying university policies and procedures, and ensuring continuity of services and workflow across all administrative areas.

This position requires the ability to proactively navigate and coordinate multiple university systems, including budgeting, procurement, accounting, HR, the Dean’s Office, the Registrar, and other academic and administrative units to support departmental programs and resolve operational issues. The incumbent develops, implements, and maintains office procedures, tracking systems, and administrative processes to ensure organizational effectiveness, compliance with university requirements, and adherence to external accreditation standards. The role requires independent judgment, the ability to evaluate and improve administrative practices, and effective communication with a wide range of internal and external stakeholders.

In addition, the position will provide lead work direction to a Staff ASC I employee upon their hire. This is primarily an in-person, Monday-Friday position on the Hayward campus; limited telework may be approved in alignment with university policy and departmental needs. Occasional evening or weekend work may be required to support departmental and university events.

Responsibilities

Operational Administration and Leadership

• Serve as the primary administrative point of contact for the department, independently assessing, prioritizing, and responding to email, in-person, and telephone inquiries. Use judgment to determine appropriate routing, resolution, or escalation of issues to ensure continuity of operations.
• Oversee the departmental office space assignment process in consultation with the Department Chair, including coordinating with Facilities, IT, and other campus partners to ensure workspaces are functional, compliant, and adequately equipped. Manage all key inventory, security protocols, and distribution processes in alignment with university procedures.
• Act as the department’s liaison to multiple University operational units (e.g., Facilities Management, Information Technology Services, Procurement), coordinating service requests, resolving problems, and ensuring timely completion of departmental needs.
• Independently schedule and coordinate meetings, events, and departmental activities, including arranging room reservations through 25Live or other systems, issuing calendar invitations, preparing materials, and coordinating catering and logistical support.
• Maintain, update, and safeguard confidential departmental records and files, ensuring compliance with university retention policies and accreditation requirements.
• Develop, update, and manage department websites and social media accounts, ensuring accurate, timely, and strategic messaging to students, faculty, staff, and external stakeholders.
• Create and disseminate communications, including flyers, newsletters, announcements, and digital content, to support departmental outreach, events, recruitment, alumni engagement, and community partnerships.
• Record, prepare, and maintain minutes for department meetings, including managing and organizing documents and archives in university-approved cloud storage systems.
• Develop, implement, and maintain office procedures and systems for tracking and managing departmental documents, workflow, and compliance requirements. Ensure departmental processes align with university and external accreditation standards.
• Independently manage procurement of office supplies and equipment, monitor inventory, and initiate orders in accordance with university policies and budget guidelines.
• Coordinate incoming and outgoing mail, packages, and deliveries, including arranging duplicating services and monitoring completion.
• Provide lead work direction to student assistants and staff (ASCI) upon hire, including assigning tasks, training on departmental procedures, monitoring performance for feedback to the appropriate administrator, and coordinating workflow to support office operations.
• Complete and remain current on all required university trainings (including Emergency Response) and disseminate applicable updates to faculty and staff to ensure departmental readiness and compliance.
• Provide cross-departmental administrative support as needed, ensuring consistent service delivery and operational coverage during peak periods or staff absences.
• Assist with planning, coordination, and execution of departmental and University-wide events, such as New Student Orientation, Capstone Poster Session, Practicum Fair, Practicum Instructor Orientation, Honors Convocation, and Commencement.

Enrollment Services and Student Recruitment Support

• Coordinate end-to-end processing of BSW and MSW program applications, including tracking application status, identifying missing materials, monitoring admissions decisions, and advising applicants regarding required actions.
• Prepare, update, and maintain admissions documentation, program brochures, and information session materials.
• Schedule, coordinate, and assist in delivering information sessions for prospective students.
• Serve as a primary contact for inquiries related to the BSW and MSW programs, providing accurate information, troubleshooting issues, and guiding prospective students through admissions requirements.
• Gather, analyze, and report admissions data by collaborating with campus offices and systems to support program evaluation, recruitment trends, and reporting needs.

Course Scheduling and Registration Management

• Create, maintain, and manage course schedules in coordination with the Department Chair, including building, updating, and deleting class sections in campus systems.
• Serve as the department’s liaison to the Registrar’s Office and related campus units to resolve scheduling issues, ensure compliance with academic policies, and support enrollment management strategies.
• Manage student enrollment processes, including issuing permission numbers, processing add/drop requests and withdrawals, and troubleshooting registration issues.
• Generate, interpret, and distribute course and enrollment data reports to support faculty planning, resource allocation, and accreditation needs.
• Process special registration petitions, degree checks, and other academic administrative functions.
• Maintain accurate faculty workload and assigned time records, and coordinate updates with appropriate university offices.
• Provide backup scheduling and enrollment support for related departments as necessary.

Faculty Contracts and Appointments Coordination

• Collect, review, and submit appointment documents for faculty, staff, consultants, guest presenters, and student employees; ensure accuracy and timely processing in accordance with university and union policies.
• Coordinate recruitment processes for faculty and staff positions, including drafting job postings, assisting search committees, tracking applicant materials, and ensuring compliance with campus hiring procedures.
• Initiate and monitor electronic system access requests for new hires and reassigned employees.
• Process payroll documents, track employee leave (vacation and sick) records for MPP approval and payroll processing and identify discrepancies requiring action or escalation.
• Track, review, and monitor contracts with practicum agencies to ensure documentation is current and meets university standards.
• Ensure adherence to University personnel policies, identifying deviations, addressing issues, and consulting with HR or department leadership when needed.

Financials, Procurement, and Logistics Coordination

• Track, reconcile, and maintain department operating budgets and accounts, identifying variances, monitoring expenditures, and preparing summary reports.
• Process travel claims, expense forms, purchase orders, and financial transactions, ensuring accuracy, documentation, and compliance with campus policies.
• Coordinate travel, hospitality, and meeting logistics for faculty, staff, guest presenters, and departmental events.
• Liaise with administrative units (Procurement, Accounts Payable, Budget) to resolve financial or purchasing issues and ensure timely payment and processing.
• Ensure compliance with University and CSU financial policies; interpret guidelines and apply them appropriately to departmental transactions.

Minimum Qualifications

• 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.

Required Qualifications

• Excellent organizational, record-keeping, interpersonal, written, and oral communication skills.
• Proficiency in Microsoft Office 365 (including Excel for bookkeeping and fund accounting), Adobe Acrobat, Google Workspace and similar office productivity software.
• Skill in data management and reporting, including the ability to extract, analyze, and present data from student information systems.
• Ability to manage digital records/storage systems (e.g., OneDrive, Google Drive, Box) in accordance with retention and compliance requirements.
• Ability to manage multiple tasks and priorities efficiently and accurately.
• Ability to exercise independent judgment and discretion in resolving administrative, student, and operational issues.
• Skill in time and project management, including planning, sequencing tasks, meeting deadlines, and adjusting priorities as conditions change.
• Strong attention to detail.
• Skill in coordinating workflow and providing lead direction, including training staff and student employees.
• High level of customer service skill, using tact and diplomacy in interactions with faculty, staff, students, and external partners.
• Ability to communicate effectively with diverse students, faculty, and staff and to interpret, apply, and clearly communicate complex academic, HR, and financial policies and procedures.
• Ability to learn and use university systems, including, but not limited to Canvas, PeopleSoft, Interfolio, Certify, and Adobe Sign.
• Ability to research and gather information online.
• Ability to work under pressure with frequent interruptions.
• Experience handling confidential information.
• Ability to work weekends and evenings when needed.

Preferred Skills and Knowledge

• Two years of skilled office experience or vocational training.
• Thorough knowledge of California State University policies and procedures.
• Knowledge of, or experience with, PeopleSoft.
• Ability to analyze operational and procedural problems and develop, recommend, and evaluate proposed solutions.
• Ability to troubleshoot most office administration problems.
• Proficiency in website content management systems (e.g., Cascade, Drupal, Wordpress) and social media platforms for administrative communications.
• Working knowledge or the ability to learn quickly of classroom and event scheduling systems (e.g., 25Live).