Salary and Benefits

PLEASE NOTE: The starting salary placement depends on qualifications and experience and is anticipated to be in the range of $5,274.00 per month to $5,597.00 per month (Step 1 - Step 4).

Cal State East Bay offers a broad range of benefits that includes medical, dental, vision, retirement (CalPERS), 401k, 457, 403(b), dependent and health care reimbursement accounts, life insurance, vacation and sick, 14 paid holidays, one personal holiday and tuition fee waiver.

For more information on the benefits program, please visit our benefits website. The CSU Total Compensation Calculator demonstrates the significance of our benefits package.

This position may be eligible to participate in the Cal State East Bay hybrid telecommute program subject to management approval. 

Classification

Administrative Analyst/ Specialist Exempt I 

About Cal State East Bay

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.

About the Position

Please Note: Review of applications will begin on November 17, 2025.

This is a temporary position through June 30, 2026, with the possibility of reappointment.

Project IMPACT (PI) and Project Veterans Thrive (PVT), both Student Support Services (SSS) programs, are funded through the TRIO division of the U.S. Department of Education. These SSS programs are five-year grants (2025-2030), separately renewable annually. They provide undergraduate students with disabilities (PI) and veteran students (PVT) non-mandated support services, including academic advising, career planning, subject specific tutoring, scholarship guidance, graduate school advising, personal wellness counseling, assistive technology training, academic and personal skills building workshops, and financial aid and personal finance education support.

The purpose of these programs is to provide services to increase GPAs, and retention and graduation rates for each student population. Under the general direction of the Principal Investigator, the Program Coordinator is responsible for implementing and monitoring all mandated services under both programs, as well as providing direct service support in the above-referenced areas. The Program Coordinator will monitor the budget and ensure all program activities remain within grant mandated limits; ensure all policies and procedures are followed as outlined in Federal and State regulations, as well as University guidelines in daily operations and decisions; conduct workshops in the areas of academic skills building, personal finance, financial aid, wellness, and assistive technology as mandated by the approved grant; and maintain all data, records and reports required by the grant programs, including the Annual Performance Report, Annual Student Survey, and graduation/retention reports. Additionally, the Program Coordinator will be fully trained and attend updated sessions on grant reporting and documentation requirements under EDGAR, Americans with Disabilities Act, and other areas to ensure students have complete and full access to all University programmatic facilities and services. This is a full-time, temporary, grant-funded position, with the possibility of annual reappointment.

Responsibilities

Program Coordination 

• Independently coordinate the programs, collaborating with Accessibility Services (AS) and Veteran Student Services’ (VSS) Director as needed.
• Initiate processes to track day-to-day operational needs of the programs, coordinating and following up with other campus departments as needed. Problem solve complex situations affecting the day-to-day operations of the programs, in compliance with grant mandates.
• Maintain all confidential participant records, including participants’ eligibility records as required under TRIO guidelines.
• Lead Blumen database development, maintenance and staff training as needed.
• Monitor the programs’ progress towards the objectives and key performance indicators outlined in their respective grant proposals, including all program participants’ retention and graduation rates.
• Attend trainings as required in the grants, and as needed, to remain current on TRIO regulations and to maintain compliance.
• Relay regulation updates to programs’ staff and AS/VSS Director.
• Maintain all data and records required by the grant programs and prepare and submit the Annual Performance Report (APR) for both programs. Provide other ad hoc reports as required or requested by qualified Federal, State or University authorities.
• Oversee and update respective computer labs to ensure compliance with all mandates and laws under the Americans with Disabilities Act and Section 504 of the Rehabilitation Act.
• Create content for both programs’ website, and ensure that all information contained is current, accurate and complete.

Team Leader

• Recruit, hire, train and provide lead work direction to program student assistants.
• Oversee student assistant time schedules and verify monthly timesheets.
• Create agendas and lead weekly staff meetings for both programs’ staff, separately and jointly, when needed.

Collaborate with other Departments and Stakeholders

• Communicate with Department of Education’s Program Officer on issues related to compliance with TRIO regulations, Grant Award Notifications (GAN), and receive direct communication regarding program updates.
• Consult with other TRIO colleagues as needed and make recommendations to AS/VSS Director.
• Serve as the liaison with the AS/VSS offices, EXCEL, EOP, Career Engagement Center, Financial Aid, and other student support service areas under the program.
• Represent both programs when appropriate at campus events and outreach opportunities, as required by TRIO regulations.
• Coordinate with all campus departments such as Facilities Management, AS, VSS, Environmental Health and Safety, Information Technology Solutions, Assistive Technology office, University Police Department and other areas on campus to ensure safety and operational management of all program spaces.
• Attend all AS/VSS staff meetings to communicate program updates, including the current status of the programs in meeting their respective goals and objectives.
• Inform AS/VSS Director immediately of program participants at risk of harm to self or others, or with any other areas of concern. Submit CARE reports as appropriate.

Specialized Administrative Functions 

• Develop proposed annual budgets and budget narratives for each program.
• Submit proposed budgets and budget narratives, as directed, to the Department of Education’s Program Officer each year of the grant cycle.
• Reconcile monthly budgets with Office of Research and Sponsored Programs (ORSP) to ensure compliance with TRIO regulations for spending. Make suggestions regarding revisions to the proposed budget to the Director of AS/VSS to ensure efficient use of federal funds.

Support for Program Participants 

• As needed, support the Academic Success Advisors in creating Individual Support Plans (ISP) for student participants to promote a holistic academic and personal life balance.
• Meet with participants individually to address goals as stated above, coaching students through academic skill development, as needed.
• Support the Academic Success Advisors, when needed, to reevaluate and adjust support for individual students at risk of not meeting persistence and graduation goals.
• Collaborate with Academic Success Advisors to create, organize and deliver content-driven workshops to program participants in relevant content areas.
• May provide direct tutoring to a program participant when a tutor is unable to be secured in this same subject.

Minimum Qualifications

• Entry to this classification requires general knowledge and skills in the applicable administrative and/or program field with a foundational knowledge of public administration principles, practices, and methods.
• This foundation would normally be obtained through a bachelor's degree and/or equivalent training and administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs.

Required Qualifications

• Demonstrated experience working with veterans and military affiliated individuals.
• Demonstrated experience working with individuals with disabilities, including those with significant mental health challenges and those with developmental disabilities such as Autism.
• Demonstrated experience with coordinating programs, services or departments.
• Familiarity with grant-funded programs.
• Strong organizational and time-management skills.
• General competence with software such as Microsoft 365, Google applications, Blumen, Salesforce platforms, and Canvas.
• Demonstrated successful presentation and facilitation skills.
• Excellent written and verbal communication skills and the ability to effectively communicate with diverse faculty, staff, students and community members.
• Ability to be flexible in challenging environments that often require rapid adjustments in scheduling and service provisions.
• Ability to creatively problem-solve and negotiate when policies conflict between Federal, State, and University requirements. 
• Experience leading a team.

Preferred Skills and Knowledge 

• Three years of experience in professional student support services.
• Master’s degree in Sociology, Social Work, Public Administration, Project Management or related field.
• Previous TRIO background is highly desirable.
• Knowledge of TRIO programs and their goals/objectives.
• Demonstrated experience with Blumen software is strongly preferred.
• Ability to collect, analyze and organize data for reporting statistical information.
• General knowledge of budgeting and accounting practices.
• Experience with strategy instruction, such as effective reading strategies, note taking strategies, and study skills.
• Knowledge of VA educational benefits and the various chapters in which a veteran student may be eligible for benefits.
• Knowledge of legally mandated services to students with disabilities under the Americans with Disabilities Act and Section 504 of the Rehabilitation Act.

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

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.

Other Information

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. 

Sponsorship

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

Mandated Reporter

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.