Department Administrative Support Coordinator

About the Position

Please Note:
Review of applications will begin on January 7, 2026.

This is a full-time position shared equally between two Academic Affairs Units, Distance Education/Online Masters’ Program in Speech-Language Pathology (SLP) and Office of Research and Sponsored Programs (ORSP). For SLP, this position provides general office and administrative support and coordination to the Distance Education/Online Masters’ Program in SLP. The academic support is extended to one department chair, one program coordinator, one clinical coordinator, regular faculty, lecturers, students, and other University departments as well as prospective students.

This is a 0.5 FTE position working 20 hours per week for SLP. For ORSP, this position is responsible for providing a broad range of administrative and clerical day-to-day support functions for ORSP. Within the ORSP, there are numerous personnel that require varied amounts of support – 1 MPP supervisor (AVP for the ORSP), 1 other MPP (Director), and 4-6 staff and other personnel that require minimal support and 2 faculty directors who support students.

Office Work

• Front-line for all in-person and telephone traffic as well as initial emails to the program.
• Send and receive mail and deliveries in coordination with the appropriate campus office.
• Liaise with University offices such as (but not limited to) Information Technology concerning services required by program faculty, administrators, or students; follow through on arranging for services as directed.
• Schedule meetings and arrange for rooming using the 25 Live system, electronic calendaring, or other specified system.
• Organize and maintain confidential files and paperwork for students.
• Create and manage academic student advising documents.
• File paper and electronic documents; scan of documents as necessary.
• Request and post faculty office hours.
• Confirm book orders are submitted to the Pioneer Bookstore.
• Take and maintain program administration meeting minutes.
• Manage communications to future and current students using Canvas, People Soft, and graduate program application system.
• Create surveys using Google or Qualtrix to gather data for graduate program evaluation.
• Manage all aspects of special events as needed including registration forms, parking permits, processing payments, facilities reservations, hospitality, and event logistics.

Financials, Procurement, and Logistics

• Process expenses: expense claims, purchase orders, and other budget and financial transaction documents.
• Procure supplies, equipment, and/or services using various University procedures and guidelines, including processing check requests, purchase orders, and short-term limited scope work forms.
• Liaise with respective departments in Administration and Finance on matters of procurement, travel, risk management, and contracting for services.
• Be knowledgeable of University financial, procurement, and logistics policies; this includes, but is not limited to, the CSU Conflict of Interest Handbook, the CSU Travel Procedures, the CSUEB Hospitality Policy, and the Procurement Card (P-Card) program; when necessary, inform students, faculty, and staff of these policies, especially when asked to perform work that may be counter to these policies.
• Liaise with the College office on matters of procurement and logistics as required.
• Other duties as assigned within the area of financials and logistics.

Course Scheduling and Enrollment Management

• Create and manage the course schedule; this includes, but is not limited to, creating, updating, and deleting classes.
• Liaise with the Office of the Registrar, Campus Scheduler, and other campus entities to ensure proper creating and management of the course schedule and its components.
• Assist students with records forms.

Contracts and Appointments

• Appoint faculty, staff, consultants, and other workers as directed by the Program Coordinator; this includes, but is not limited to, creating SEAFs, creating PTRs and contracts within People Soft.
• Create and manage faculty recruitments using Page Up.
• Submit electronic systems access requests via eSARF.
• Work with chair/Program Coordinator to update lecture pool…