Administrative & Program Support Coordinator; ASC II

Administrative & Program Support Coordinator (ASC II)

Location:

East Bay

Salary: $4,367 - $5,323 per month (Step 1 – Step 11).

Benefits include medical, dental, vision, retirement (CalPERS), 401k, 457, 403(b), dependent and health‑care reimbursement accounts, life insurance, vacation and sick pay, 14 paid holidays, one personal holiday, and 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.

• Department Administrative Support Coordination
  • Maintains the Director's, management staff's, and departmental leave electronic calendars.
  • Maintains all departmental and organizational files including 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, conference registration, travel logistics, and travel reimbursements.
  • Tracks office supply inventory, initiates reorders, maintains 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 confidential interpersonal contacts at higher levels from on and off campus persons and organizations.
  • Coordinates all telephone, IT, and equipment needs for the department including office moves, equipment services, purchases, and document retention.
  • Checks voicemail and answers inquiries, including those from the President's Office.
  • Prepares and assembles detailed reports, materials, and correspondence.
  • Manages all department incoming and outgoing mail and correspondence.
• Human Resource and Payroll Support
  • Coordinates onboarding new staff/students or separates staff/students, including key requests, access requests, and related paperwork.
  • Coordinates access to appropriate systems (People Soft, campus logic, phone system, etc.).
  • Prepares and ensures timely processing of HR/Payroll forms for staff changes such as new hires, promotions, separations, and for student assistants.
  • Enters absence/leave time in CHRS when needed.
  • Picks up department paychecks and distributes them to staff monthly.
  • Coordinates absence reporting and all related payroll forms and reports.
  • Trains new staff/students on HR and payroll policies and procedures, including time‑off requests, onboarding requirements, and routine meetings.
  • Trains staff on the online absence reporting system, tracks reporting, and notifies supervisors of changes that affect status and pay.
  • Provides support for questions on time recording, partial days, overtime, etc., in consultation with HR & Payroll.
  • Works with Payroll to resolve issues or correct problems in systems as they occur.
• Fiscal Related Activities
  • Collaborates with the Director to process and track budget and expense transfers, reconciles expenditures, and provides monthly budget status reports.
  • Develops a system of structured, data‑driven requests for hiring and program expenditures tied directly to financial purchasing requests, justifications, approvals, and procurement processes.
  • Processes purchase orders, service requests, and check requests for reimbursements and vendor payments.
  • Maintains and reconciles monthly procurement credit card purchases and reports.
  • Coordinates purchase of equipment and supplies, including brochures, University folders, name badges, and name plates.
  • Handles contracts and payments with vendors.
  • Monitors expenses (including student assistant salaries) to keep them within budget and correctly coded.
  • Makes departmental purchases, submits requisitions, and maintains University‑issued property logs.
  • Works closely with the Executive Assistant…