Projects Coordinator

Salary and Benefits

PLEASE NOTE: The starting salary placement depends on qualifications and experience and is anticipated to be in the range of $3,868.00 per month to $5,286.00 per 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, 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

Confidential Office Support 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 May 13, 2026.

The Project and Operations Coordinator serves as a key operational and confidential support professional within the Office of the Provost. The position coordinates high-level projects, manages sensitive and confidential information, and facilitates cross-divisional initiatives on behalf of the Provost and Academic Affairs leadership.

The incumbent ensures that strategic priorities, cabinet initiatives, and Academic Affairs projects are executed efficiently through proactive planning, workflow management, and interdepartmental coordination. This role requires discretion, independent judgment, and a comprehensive understanding of university policies, governance structures, and administrative processes. The position supports executive decision-making by preparing materials, tracking initiatives, and safeguarding confidential communications and documentation.

Responsibilities

Project Coordination and Initiative Support

• Coordinate and monitor projects and strategic initiatives originating from the Provost’s Office to ensure timely execution and alignment with divisional and university priorities.
• Develop and maintain project plans, timelines, and tracking systems for Provost-led initiatives, cabinet priorities, accreditation efforts, and cross-divisional work.
• Coordinate meetings related to strategic initiatives, including preparing agendas, compiling briefing materials, documenting outcomes, and tracking follow-up actions.
• Serve as liaison between the Provost’s Office and colleges, departments, and administrative units to facilitate implementation of decisions and initiatives.Prepare executive summaries, reports, presentations, and background materials to support informed decision-making.
• Monitor progress on assigned initiatives and proactively identify risks, delays, or required escalations.

Confidential Information and Executive Support

• Ensure the secure handling and management of sensitive and confidential materials in support of executive operations.
• Manage confidential correspondence, personnel materials, academic program proposals, grievance-related documentation, and other sensitive records in compliance with FERPA and university policy.
• Provide support for GRARB (Grievances and Arbitration). Collecting information, processing grievance paperwork, responding to grievance inquiries and maintaining grievance files.
• Draft, edit, and coordinate official communications on behalf of the Provost, exercising discretion and sound judgment.
• Maintain secure electronic and physical filing systems for executive-level documents.
• Serve as a trusted point of contact for confidential inquiries, exercising independent judgment in triaging and routing matters appropriately.
• Support preparation and distribution of materials for cabinet meetings, leadership councils, and other executive-level convenings.

Operational and Financial Coordination

• Provide operational coordination for administrative, budgetary, and procurement processes within the Provost’s Office.
• Initiate and track requisitions, purchase orders, contracts, and other financial transactions in compliance with university procedures.
• Monitor budget expenditures and provide summary updates to the Academic Affairs Operations Manager and Provost.
• Coordinate logistical planning for high-level events, retreats, academic conferences, and commencement-related activities.Develop and refine office workflows and standard operating procedures to improve efficiency and accountability.
• Collaborate with Human Resources, Budget, Procurement, and other administrative units to ensure timely processing of personnel and operational actions.

Minimum Qualifications

To enter this classification at position skill level I, an employee must have fundamental written and oral communication skills, including a basic foundation of English grammar, spelling and punctuation; an ability to understand basic office procedures; an ability to operate standard office equipment; and an ability to perform basic arithmetic. Positions also may require basic typing and keyboard skills. These entry qualifications normally would be obtained through completion of a high school program or its equivalent and a year or more of general office experience.

Required Qualifications

Knowledge

• Working knowledge of university administrative structures, policies, and procedures, or comparable public-sector systems.
• Knowledge of financial and procurement processes, including requisitions and purchase orders.
• Knowledge of confidentiality standards and compliance requirements, including FERPA or comparable privacy regulations.

Skills

• Demonstrated project coordination skills, including the ability to manage multiple concurrent initiatives, track deliverables, and meet deadlines.
• Strong analytical and organizational skills with the ability to synthesize information into executive summaries, reports, and presentations.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and experience working with enterprise systems.

Abilities

• Ability to exercise independent judgment and discretion in handling highly sensitive and confidential information.
• Ability to collaborate effectively across departments and with senior administrators.

Preferred Skills and Knowledge

• Bachelor’s degree or equivalent combination of education and progressively responsible experience.
• Experience working in a Provost’s Office, Academic Affairs division, or other executive-level university setting.
• Experience supporting strategic initiatives, accreditation efforts, cabinet-level projects, or institutional planning processes.
• Experience with budget tracking and financial reporting.
• Experience drafting executive communications or preparing materials for governing bodies or leadership councils.
• Experience with project management tools or formal project management methodologies.