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California State University - East Bay · 11 hours ago

Administrative Support Assistant

Hayward, CA

Full-time

Hybrid

Entry Level

$3,565/mo - $4,346/mo

2+ years exp

California State University - East Bay is a regionally engaged and globally oriented university committed to academic innovation and student success. The Administrative Support Assistant II serves as the primary point of contact for the Education Administrative Support Office, providing a wide range of administrative, clerical, and general office support while ensuring efficient daily operations and customer service.

Higher Education

No H1B

Responsibilities

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

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

Qualification

Customer service skillsWritten communication skillsOrganizational skillsMicrosoft Office SuiteGoogle SheetsTyping skillsOffice equipment operationMathematical calculationsInterpersonal skillsAttention to detail

Required

Strong interpersonal, professional, and customer service skills

Strong written and oral communication skills

Highly organized and detail-oriented both in a psychical 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

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