DISARC Office Manager (Temporary)

About the Position

This is a full-time, temporary position through August 31, 2025 with the possibility of reappointment.

Under the supervision of the Director, Diversity & Inclusion Student Affinity and Resource Centers (DISARC) and the work lead direction of the Student Leadership and Involvement Center (SLIC) Office Manager, the DISARC Office Manager provides administrative assistant support to the DISARC department.

This includes but is not limited to providing front-line reception for students, staff, faculty and guests of the campus, while also providing administrative support to the DISARC staff members.

This position will work closely with and assist in the lead work direction of student assistants performing administrative tasks in support of the DISARC department.

Additionally, the incumbent is responsible for logistics related to scheduled events (i.e., room reservation, Baysync set-up, copying / distributing posters, marketing, room set-up, registration, and trouble-shooting) as well as ensuring department website(s) are current.

Further, the incumbent will process the hiring and payment of student assistants and assist with recruiting, hiring and training of all department student staff.

This position will also be responsible for serving as timekeeper for student assistant payroll, coordinating and developing student staff work schedules;

making recommendations of student staff training needs and conducting in service training; keeping track of student assistant assignments and ensuring tasks are completed in a timely manner.

Other responsibilities include tracking absence reporting for all staff, running reports in the data warehouse and updating monthly and annual reports, handling payroll and human resource transactions (e.

g. assist the appropriate administrator with eSAF, eSARF submissions, attendance and absence reporting, Separation Clearance Forms, etc.

for the departments, coordinating supply and technical needs and handling contracts and payment to vendors.

The DISARC Office Manager also functions as backup support to the SLIC staff; coordinates schedules using an online calendaring system;

processes contracts and purchase orders; takes, prepares, and distributes notes and minutes to departmental staff; and performs other duties as assigned.

These duties are performed in a busy office environment with high volume of traffic and telephone calls. Punctuality and regular attendance are essential functions of this position.

Responsibilities

Department Administrative Support Assistance :

• Provides administrative support for department staff.
• Maintains electronic calendars, department-leave calendar, and management-staff calendars.
• Maintains all departmental and organizational files including various spreadsheets and Google sheets.
• Coordinates room reservations for staff and intra-staff meetings and food service when needed. Schedules rooms through 25Live and runs reports.
• Assists staff members with travel arrangements including conference registration; travel logistics and travel reimbursements.
• Tracks and monitors office supplies and reorders when needed.
• Organizes department supplies and logistical space.
• Arranges for meetings and conference calls. Includes sending out for agenda items, assembling agendas, and producing materials for distribution.

Also, records notes for specific meetings.

• Handles a broad range of interpersonal contacts, including those at a higher level and sensitive in nature from on and off campus persons.
• Coordinates all telephone, IT and equipment needs for the department including office moves, equipment services, equipment and supply purchases, and removal of sensitive documents.
• Checks voicemail and answers inquiries from other departments, including the President’s and Vice President’s Offices.
• Assists with preparing and assembling detailed reports, other materials, and correspondence.
• Handles all department incoming and outgoing mail / correspondence

Payroll Support :

• Prepares and ensures timely processing SEAFs for student assistants.
• Picks up department paychecks and distributes to staff on a monthly basis.
• Trains all new student staff members on Payroll policies and procedures including time-off requests, departmental onboarding requirements, routine meetings, etc.
• Approves student payroll timesheets.
• Works with Payroll to resolve student payroll issues or correct problems in the PS systems as they occur.

Budget Related Activities :

• Assists SLIC Office Manager (work lead) to process and track all budget and expense transfers.
• Reconciles with expenditures, and provides work lead with monthly budget status reports.
• Processes purchase orders, service requests, travel reimbursements, and check requests for reimbursements and payment to vendors and staff.
• Maintains and reconciles monthly procurement credit card purchases and reports for Accounting.
• Coordinates the purchase of new equipment and supplies, including brochures, University folders, name badges and name plates, etc.

Web and Publications :

• Ensures department website(s) are reviewed and updated biannually.
• Works with other campus departments to gather current information for any updates.
• Troubleshoots any issues including broken web links; works with ITS to resolve any issues.
• Analyzes content and structure in order to update websites and ensure that the site is user-friendly.
• Updates forms as needed with current branding.
• Other duties as assigned.

Minimum Qualifications

• Fully functional knowledge of and skill in standard office procedures and practices.
• Ability to understand and operate in a variety of organizational structures.
• Thorough knowledge of English grammar, spelling, and punctuation.
• Ability to clearly communicate orally and in writing.
• Knowledge of business mathematics beyond basic arithmetic.
• The ability to use and quickly learn new office support technology systems and software packages.
• These entry qualifications would normally be obtained through a high school program, technical / vocational program, or their equivalents combined with several years of related office work experience.

Preferred Skills and Knowledge

• A Bachelor’s degree.
• Two or more years of progressively responsible administrative assistant experience.
• Ability to act and use excellent judgment in a fast paced, service-oriented daily operation.
• Ability to work in a highly collaborative, diverse, and team-oriented environment.
• High degree of accuracy and attention to detail and organizational skills.
• Demonstrated proficiency with Microsoft Office, including Word, Excel and PowerPoint, Visio.
• Knowledge of PeopleSoft applications preferred.
• Experience reporting to management level.
• Effective oral and written interpersonal communication skills and use of discretion.
• Experience working with a diverse population.
• Ability to organize and prioritize while performing multi-tasks.
• Prior knowledge of and / or ability to learn and apply CSU policies and procedures.
• Knowledge of basic office equipment, including fax machines, photocopies, teleconference phones, and computer projection equipment.

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

As an Equal Opportunity Employer, Cal State East Bay does not discriminate on the basis of any protected categories : age, ancestry, citizenship, color, disability, gender, immigration status, marital status, national origin, race, religion, sexual orientation, or veteran's status.

The University is committed to the principles of diversity in employment and to creating a stimulating learning environment for its diverse student body.