Administrative & Program Support Coordinator; ASC II

Apply now Job no: 559346
Work type: Staff
Location: East Bay

PLEASE NOTE: The starting salary placement depends on qualifications and experience and is anticipated to be in the range of $4,367.00 per month to $5,323.00 per month (Step 1 - Step 11).

• Medical
• Dental
• Vision
• Retirement (CalPERS)
• 401k, 457, 403(b) plans
• Dependent and health care reimbursement accounts
• Life insurance
• Vacation and sick leave
• 14 paid holidays
• One personal holiday
• Tuition fee waiver

Under the general supervision of the Director of Diversity & Inclusion Student Affinity and Resource Centers (DISARC), the DISARC Office Manager serves as the primary administrative and operational support professional for the department. The incumbent coordinates a broad range of administrative, fiscal, human resources, payroll, scheduling, event, and office operations functions that support the effective delivery of DISARC programs and services.

The position serves as the department’s front-line contact for students, faculty, staff, campus partners, and community members; provides lead work direction for student assistants; and ensures the timely completion of departmental processes, transactions, communications, and reporting requirements. The incumbent collaborates closely with DISARC professional staff, the Office of Diversity, Human Resources, Payroll, Procurement, and other campus departments to support department operations, events, budgeting, hiring, and compliance activities.

Working in a fast‑paced, high‑volume environment, the incumbent exercises sound judgment, discretion, and attention to detail while maintaining confidentiality and fostering inclusive, professional, and responsive service. Regular in‑person attendance and effective communication with diverse campus constituents are essential to the success of this position.

Department Administrative Support Coordination

• Maintains the Director’s, management staff’s, and departmental leave electronic calendars.
• Maintains all departmental and organizational files including various spreadsheets.
• Coordinates room reservations for staff and intra‑staff meetings and food service when needed.
• Schedules rooms through 25
  
  Live and runs reports.
• Assists staff members with travel arrangements including conference registration; travel logistics and travel reimbursements.
• Tracks office supply inventory and initiates reorders as needed; maintains departmental property records and ensures supplies and storage areas are organized and efficiently managed.
• Arranges meetings and conference calls; gathers agenda items, prepares agendas and supporting materials, and records meeting notes and action items for designated meetings.
• Handles a broad range of interpersonal contacts, including those at a higher level and sensitive in nature from on and off campus persons and organizations.
• Coordinates all telephone, IT and equipment needs for the department including office moves, equipment services, equipment and supply purchases, and proper document retention and removal of sensitive documents.
• Checks voicemail and answers inquiries from departments which might include the President’s Office.
• Prepares and assembles detailed reports, other materials, and correspondence.
• Handles all department incoming and outgoing mail/correspondence.

Human Resource and Payroll Support

• Coordinates all processes related to onboarding new staff/students or separating staff/students, including key requests, requests for access, assisting appropriate administrator with separation clearance form and related paperwork.
• Coordinates access to appropriate systems for staff (People Soft, campus logic, phone system, etc.).
• Prepares and ensures timely processing of HR/Payroll forms for all staff changes such as new hires, promotions and separations and for all student assistants.
• Enters absence/leave time in CHRS for staff/students when needed.
• Pick up department paychecks and distributes to staff on a monthly basis.
• Coordinates absence reporting and all related payroll forms and reports.
• Trains all new staff/students on Human Resources and Payroll policies and procedures including time off requests, departmental onboarding…