Engineering/Computer Science Administrative Assistant

Salary and Benefits

PLEASE NOTE: The starting salary placement depends on qualifications and experience and is anticipated to be in the range of $3,565.00 per month to $4,346.00 per month (Step 1 - Step 11).

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 November 6, 2025.

Provides general office support and oversees the common daily operations of the Computer Science and Engineering Hub.  Coordinates reception, offering accurate guidance and direction to all visitors, callers and correspondents. Maintains the calendars, schedules appointments, and serves as general assistant to the Chairs. Supports the Analyst and Office Manager with departmental purchasing, payroll, and coordination for large events. Aids Student Service Professionals with enrollment management forms and filing. Orders textbooks and desk copies. Provides course management assistance through collection and dissemination of course syllabi, student evaluations of faculty, full course descriptions, and assessment materials. Assists Chairs, staff, and regular faculty with department projects and events.

Responsibilities

General Administrative Support

• Performs general front-end operations for the Computer Science and Engineering Hub.
• Answers all incoming phone lines, handling calls independently whenever possible.
• Manages general correspondence and mail distribution and maintains faculty mailboxes.
• Responds to daily emails sent to the general websites of the Department of Computer Science and the School of Engineering.
• Manages the calendars and schedules appointments for Chairs.
• Update and maintain faculty office hours information each semester and posts schedules of classes and faculty office hours.
• Train and conduct orientation of student office staff.
• Assist student service professionals with creating student folders and adding and dropping students from courses.
• Assist students with enrollment management forms.
• Process student requests for Bay Card access credentials.
• Assist Chairs, faculty, and staff with special department projects and events.

Faculty Support 

• Order textbooks and desk copies for faculty.
• Order keys for faculty.
• Handle some aspects of new faculty orientation for lecturers such as providing sample syllabi and facilitating onboarding with Human Resources.
• Helps with coordination of teaching assistants.
• Provide administrative faculty support for special faculty requests and purchases.
• Order business cards.
• Assist faculty with best methods of reproducing course materials.

Curricular Assistance 

• Maintain data warehouses for student evaluations for the Departments of Computer Science and the School of Engineering.
• Distribute student evaluations of faculty to the appropriate review committees.
• Collect course syllabi each semester, ensuring that they contain all necessary information.
• Maintain repository of full course descriptions for all programs.
• Maintain assessment data and metrics for the assessment plans of all programs.
• Collect and tabulate assessment results each semester.

Department Outreach 

• Serve as a resource and contact person for other University departments and offices.
• Serve as a liaison between Hub and off-campus community.

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; and 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

Knowledge, Special Skills, and Abilities 

• Working knowledge of Peoplesoft, Excel, Microsoft Office Suite.
• Knowledge and skills in general office procedures and practices; ability to understand and operate in a variety of organizational structures.
• Ability to deal effectively with a very diverse faculty, staff and student population.
• Ability to maintain high degrees of accuracy, thoroughness, integrity and confidentiality.
• Knowledge of business mathematics beyond basic arithmetic, and knowledge of basic accounting skills.
• Ability to use and quickly learn new office support technology systems and software.

Knowledge of college algebra level mathematics and introductory computer science courses is desirable but not required.

Certification, Licenses, and Education

• Completion of a high school program or its equivalent and some experience in an office environment.
• Bachelor's degree is desirable but not required.

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.

Mandated Reporter

The incumbent in this position may be considered a mandated reporter under the California Child Abuse and Neglect Reporting Act and will be required to comply with requirements set forth in the CSU Executive Order 1083 as a condition of employment.