Academic Administrative Coordinator (Administratative Support Coordinator II)

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.

Please Note: Review of applications will begin on September 11, 2026.

The Academic Administrative Coordinator for the Graduate School of Education within the College of Letters, Arts, and Social Sciences provides administrative and clerical support to the departments of Educational Leadership, Educational Psychology, and Teacher Education, which serve approximately 750 students across master’s, doctoral degree and credential programs.

This position works closely with the Education department Chairs to support the departments’ faculty and students. The four main functions are: financial transactions and reporting, faculty and student travel, procurement in the Procure-2-Pay system, and scholarships.

The successful candidate must exhibit strong interpersonal communication skills, critical thinking, advanced knowledge of Excel, and the ability to master various software and data systems used by the University. Essential skills in this high-activity environment include the ability to multi-task, problem solve, organize tasks and projects for maximum efficiency while ensuring accuracy, and the ability to work both independently and collaboratively, taking initiative to lead when needed.

Primary duties of this position will be to perform various functions to support the day-to-day operations of the Education departments. This position operates independently on a wide variety of duties requiring sound judgement, initiative, and the ability to handle confidential information with discretion and sensitivity.

Finance and Procurement - Departments of Educational Leadership, Educational Psychology, and Teacher Education

• →Track, manage, and reconcile department budgets within the university financial systems in addition to creating and maintaining internal spreadsheets for the following accounts:  department operational, donor, and faculty research funds, faculty professional development, A2E2, and Credential Student Service Center application fee revenue.
• →Provide progress reports to department chairs and GSE associate dean, including annual budget allocations.
• →Regularly review all financial transactions for accuracy, including chartfield values, policy compliance, and resolve identified discrepancies.
• →Process expense claims, check requests, honoraria, short-term limited scope agreements, requisitions, purchase orders, and invoices in the Procure-2 -Pay system, and other budget and financial transactions.
• →Procure supplies, equipment, and/or services across multiple systems and funding sources (Systems:  Procurement card/Requisition/Purchase Order – Funding:  A2E2, Operational, Donor, CSSC, et al).
• →Reconcile monthly Procurement card (P-card) statements.
• →Arrange all aspects of faculty, student, and staff travel including pre-authorization to travel request, conference registration, flight and hotel accommodations.
• →Respond to hospitality spending requests including the preparation and submission of all hospitality forms and procurement.
• →Assist faculty, staff, and students with travel request and reimbursement forms.
• →Liaise with departments on matters of procurement, travel, risk management, and contract services including notification of financial deadlines, policy, and policy and/or system changes.
• →Understand, apply, and remain up-to-date on the University policy pertaining to financial transactions, including but not limited to, travel, hospitality, P2P, and procurement card.
• →Confer with the college budget analyst, department chairs, associate dean and dean on a regular basis.

Academic Access, Enhancement, and Excellence (A2E2) Funds

• →Assist faculty, department chairs, and students with A2E2 questions in respect to cost categories and respective restrictions:  Consumables and Supplies, Equipment and Upkeep, Student Employment, Group Student Travel, Guest Speakers.
• →Review awards to ensure requested expenses are in compliance with A2E2 cost categories and restrictions.  Review and understand policy governing student employment cost category, including coordination with Financial Aid to ensure income thresholds are not exceeded.
• →In P2P system submit, monitor, and track to completion all A2E2 purchases on behalf of GSE departments. Maintain contact with department chairs and faculty regarding status of requests.
• →Establish new vendors in P2P assisting both existing and new vendors with P2P processes.  Maintain contact with vendors regarding issuance of payment.
• →Track all expenses in an Excel spreadsheet to maintain real-time balances for each award to ensure allocations are within budget and available funds are utilized.
• →Evaluate and reconcile multiple A2E2 awards to ensure transactions are accurate and adhere to policy and procedures.
• →Work with faculty to forecast future expenses.
• →Work with faculty and students to communicate travel policies and budgets.
• →Confirm Student Travel Authorization and Student Liability Waiver forms are on file prior to travel.
• →Liaise with faculty in assisting their students with hotel and airfare arrangements.
• →Track airfare expenses by logging in to the University financial system to verify charges.
• →Process and review travel claims for compliance, accuracy, and available funding.
• →Follow up with faculty and students to ensure travel claims are processed in observance of spending deadlines.
• →Verify the submission of travel claims for expenses paid in advance by the university, e.g., airfare and hotel.
• →Review posted transactions in the University financial system.

Faculty and Staff Travel and Professional Development

• →Communicate travel policies and budgets to faculty and staff.
• →Assist faculty and staff with travel authorization and reimbursement forms, hotel, and airfare.
• →Confirm Student Travel Authorization form is on file prior to travel.
• →Track airfare expenses by logging in to the University financial system to verify charges.
• →Process and review travel claims for compliance, accuracy, and available funding.
• →Follow up with faculty and staff to ensure travel claims are processed according to the spending deadlines.
• →Verify the submission of travel claims for expenses paid in advance by the university, e.g., airfare and hotel.
• →Review posted transactions in the University financial system.

Purchasing via Requisition - P2P

• →Assist faculty and staff with purchases.
• →Verify requested purchases are within budget, correctly assigned to an expense category, comply with university and college budgetary policy and procedures, including pre-approval when indicated.
• →Obtain and review quotes to submit requisitions in P2P.
• →Establish new vendors in P2P.
• →Assist with the Voluntary Product Accessibility Template (VPAT) process within P2P requisition.
• →Confirm issuance of purchase orders.
• →Confirm receipt of purchased item(s).
• →Verify payment of invoices in a timely manner via voucher approval, and posting of payments in the University financial system prior to spending deadlines.
• →Review open purchase orders quarterly.

Honoraria and Short-Term Limited Scope Agreement

• →Submit honoraria requests on behalf of faculty.
• →Verify funding source and ensure accuracy of chartfields.
• →Inform department chairs of all faculty honoraria requests.
• →Maintain communication with faculty regarding deadlines and issuance of payment.
• →Review posted transactions in the University financial system.

Scholarships

• →Identify available scholarships within each department including yearly balances.
• →Track and reconcile annual scholarship awards.
• →Notify department chairs of award cycle including instructions for formation of scholarship review committee, award criteria, and deadlines.
• →Maintain communication with department chair consistent with award deadlines to ensure selection of awardees.
• →Provide Financial Aid with awardee information across all department scholarships.
• →Provide GSE Associate Dean and his/her assistant and CLASS Dean the names and contact information of all scholarship awardees and donors associated with each scholarship.
• →Maintain Excel spreadsheet of all GSE department scholarships noting annual disbursements and recipients.
• →Remain current with university financial policy and procedures by reviewing documents posted to CSUEB financial division webpage, attending meetings, and conferring with the college budget analyst.
• →Develop and maintain instruction guides for faculty and staff; send email notifications regarding changes and/or deadlines.

• A fully functional knowledge of and skill in standard office procedures and practices.
• An ability to understand and operate in a variety of organizational structures.
• Thorough knowledge of English grammar, spelling, and punctuation and ability to clearly communicate orally and in writing.
• Knowledge of business mathematics beyond basic arithmetic.
• Ability to use and quickly learn new office support technology systems and software packages.
• These minimum 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.

• Excellent organizational and record keeping skills.
• Strong attention to detail ensuring accuracy in all areas of responsibility.
• Ability to address confidential information with discretion and sensitivity.
• Excellent interpersonal skills.
• Ability to effectively communicate with a diverse student, faculty, and staff population.
• Ability to address a broader range of interpersonal contacts, including those at a higher level.
• Advanced knowledge of Microsoft Excel, especially related to bookkeeping and/or basic fund accounting.
• Ability to use Microsoft Office, Adobe Acrobat, or equivalent office productivity software with a high level of proficiency.
• Ability to independently manage multiple tasks and unit projects prioritizing for maximum efficiency.
• Ability to work collaboratively.
• Ability to use the Internet to research and compile information.
• Ability to work under pressure with frequent interruptions.

• Two years skilled office experience or vocational training.
• Thorough knowledge of California State University policies and procedures.
• Experience handling confidential information is highly preferred.
• Knowledge of, or experience with, Procure 2 Pay, Concur, PeopleSoft.

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.

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.

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. 

Cal State East Bay is not a sponsoring agency for Staff or Management positions and we are not an E-Verify employer.

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.

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