DISARC Office Manager Temporary

Salary and Benefits

PLEASE NOTE: The starting salary placement depends on qualifications and experience and is anticipated to be in the range of $3,680. 00 per month to $4,000. 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 leave, 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

This is a full-time, temporary position through August 31, 2025 with the possibility of reappointment.

Under the supervision of the Director, Diversity & Inclusion Student Affinity and Resource Centers (DISARC) and the work lead direction of the Student Leadership and Involvement Center (SLIC) Office Manager, the DISARC Office Manager provides administrative assistant support to the DISARC department. This includes but is not limited to providing front-line reception for students, staff, faculty and guests of the campus, while also providing administrative support to the DISARC staff members. This position will work closely with and assist in the lead work direction of student assistants performing administrative tasks in support of the DISARC department.

Additionally, the incumbent is responsible for logistics related to scheduled events (i. e. , room reservation, Baysync set-up, copying/distributing posters, marketing, room set-up, registration, and trouble-shooting) as well as ensuring department website(s) are current. Further, the incumbent will process the hiring and payment of student assistants and assist with recruiting, hiring and training of all department student staff. This position will also be responsible for serving as timekeeper for student assistant payroll, coordinating and developing student staff work schedules; making recommendations of student staff training needs and conducting in‐service training; keeping track of student assistant assignments and ensuring tasks are completed in a timely manner. Other responsibilities include tracking absence reporting for all staff, running reports in the data warehouse and updating monthly and annual reports, handling payroll and human resource transactions (e. g. assist the appropriate administrator with eSAF, eSARF submissions, attendance and absence reporting, Separation Clearance Forms, etc. ) for the departments, coordinating supply and technical needs and handling contracts and payment to vendors.

The DISARC Office Manager also functions as backup support to the SLIC staff; coordinates schedules using an online calendaring system; processes contracts and purchase orders; takes, prepares, and distributes notes and minutes to departmental staff; and performs other duties as assigned. These duties are performed in a busy office environment with high volume of traffic and telephone calls. Punctuality and regular attendance are essential functions of this position.

Responsibilities

Department Administrative Support Assistance:

• Provides administrative support for department staff.
• Maintains electronic calendars, department-leave calendar, and management-staff calendars.
• Maintains all departmental and organizational files including various spreadsheets and Google sheets.
• Coordinates room reservations for staff and intra-staff meetings and food service when needed. Schedules rooms through 25Live and runs reports.
• Assists staff members with travel arrangements including conference registration; travel logistics and travel reimbursements.
• Tracks and monitors office supplies and reorders when needed.
• Organizes department supplies and logistical space.
• Arranges for meetings and conference calls. Includes sending out for agenda items, assembling agendas, and producing materials for distribution. Also, records notes for specific meetings.
• Handles a broad range of interpersonal contacts, including those at a higher level and sensitive in nature from on and off campus persons.
• Coordinates all telephone, IT and equipment needs for the department including office moves, equipment services, equipment and supply purchases, and removal of sensitive documents.
• Checks voicemail and answers inquiries from other departments, including the President's and Vice President's Offices.
• Assists with preparing and assembling detailed reports, other materials, and correspondence.
• Handles all department incoming and outgoing mail/correspondence

Payroll Support:

• Prepares and ensures timely processing SEAFs for student assistants.
• Picks up department paychecks and distributes to staff on a monthly basis.
• Trains all new student staff members on Payroll policies and procedures including time-off requests, departmental onboarding requirements, routine meetings, etc.
• Approves student payroll timesheets.
• Works with Payroll to resolve student payroll issues or correct problems in the PS systems as they occur.

Budget Related Activities:

• Assists SLIC Office Manager (work lead) to process and track all budget and expense transfers.
• Reconciles with expenditures, and provides work lead with monthly budget status reports.
• Processes purchase orders, service requests, travel reimbursements, and check requests for reimbursements and payment to vendors and staff.
• Maintains and reconciles monthly procurement credit card purchases and reports for Accounting.
• Coordinates the purchase of new equipment and supplies, including brochures, University folders, name badges and name plates, etc.

Web and Publications:

• Ensures department website(s) are reviewed and updated biannually.
• Works with other campus departments to gather current information for any updates.
• Troubleshoots.