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California State University - East Bay · 3 weeks ago

Administrative Coordinator for Social Work

Hayward, CA

Full-time

Hybrid

Mid Level

$4,367/mo - $5,430/mo

California State University - East Bay is a regionally engaged and globally oriented university committed to academic innovation and student success. The Administrative Coordinator for Social Work will independently coordinate and execute a full range of administrative functions to support a large academic department, ensuring effective operations and compliance with university policies.

Higher Education

No H1B

Responsibilities

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

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

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

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

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

Qualification

Microsoft Office 365Data managementCommunication skillsCustomer servicePeopleSoftWebsite managementProject managementOrganizational skillsAttention to detailInterpersonal skillsTime managementProblem-solving

Required

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