Administrative Support Assistant Cal State University (CSU) East Bay

Full job description Administrative Support Assistant Salary and Benefits 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. This position may be eligible to participate in the Cal State East Bay hybrid telecommute program subject to management approval. Classification Administrative Support Assistant 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 27, 2026. This position serves as the primary point of contact for the Education Administrative Support Office in the College of Letters, Arts, and Social Sciences (CLASS). It covers a wide range of administrative, clerical, and general office support with varying levels of complexity. This position provides front-line customer service and operational support for the Education Administrative Support Office and serves as the primary point of contact for visitors, students, faculty, and staff. This role oversees daily office operations; coordinates routine administrative processes; and ensures accurate tracking and documentation of college activities. The position supports academic departments through tasks such as syllabus collection, faculty office hour posting, scholarship tracking, procurement card oversight, room scheduling, and permit distribution. This position also assists with purchasing, facilities requests, and maintaining college directories, while providing responsive support for special projects and other duties as assigned. Responsibilities General Administrative Support Answers main phone line screen, take messages and direct callers to the appropriate personnel. Greet all guests and visitors to the office and provides assistance as needed, such as but not limited to opening classrooms for instructors, directing students to their classrooms and assist guests with navigating the campus for services. Distribute mail and packages daily; sends delivery notifications to appropriate personnel. Purchases Office Supplies: purchase, maintain inventory and track fund balance according to University policy and procedures. Submit work order requests with Facilities Operations. Submit print orders to Duplicating Services as directed. Maintain College Master Directory and update in all public facing locations virtual or physical. Submit key requests, track and notify requester of status. Administrative Duties Collects and renames Courses Syllabi for all Ed departments (Every Semester). Collects and posts Faculty Office Hours. Sends Grading Reminders (Every Semester). Track CEAS Scholarship(s). Serve as procurement card steward by monitoring card usage, ensuring compliance with campus and CSU policies. Executes, per policy, Non-Academic rooming requests. Distributes annual staff parking permits and faculty academic term permits, maintains accurate list of Faculty and Staff that receive parking permits and addresses any missing parking permit. Submits parking permit requests with Parking Services for college events/meetings. Minimum Qualifications 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. 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. Required Qualifications Strong interpersonal, professional, and customer service skills. Strong written and oral communication skills. Highly organized and detail-oriented both in a physical and virtual environment. Ability to follow-up, prioritize and manage workload effectively and efficiently. Strong computer skills with intermediate computer knowledge base and typing ability. (e.g., scanning, email, virtual environments, and file management in a virtual setting). Proficient in the following programs: Microsoft Office Suite, Google Sheets, Power Point, Gmail/Outlook, Google, Outlook calendars and various web browsers. Knowledge of the following programs: SharePoint, Oracle, Survey Monkey and Publisher. Knowledge in the use of the following types of equipment: copy machines, scanners, fax machines, computer PC and MAC platforms, USB drives, multiple line phone systems. Ability to interpret and follow instruction and policy guidelines. Ability to perform mathematical calculations with speed and accuracy. Demonstrated ability to maintain reliable and punctual attendance for front-desk operations. Preferred Skills and Knowledge 2-4 years of experience in administrative or office environments preferably in a higher education setting. 1-4 years of experience in a customer service/call center setting. Ability to proof and add graphics to documents. Condition(s) of Employment 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. EEO Statement 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. Other Information 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. Sponsorship Cal State East Bay is not a sponsoring agency for Staff or Management positions and we are not an E-Verify employer. #J-18808-Ljbffr