Salary and Benefits

PLEASE NOTE: The starting salary placement depends on qualifications and experience and is anticipated to be in the range of $80,000 to $85,000 per year.

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.

Classification

Administrator 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 March 27, 2026.

This position reports to the Director of Student Health Services and is part of the Enrollment Management & Student Affairs Division.  The Associate Director performs duties under limited supervision including supervising all department administrative staff and clinic schedules; day-to-day department operations; and overseeing department budget management/ reconciliation and collaborative budgetary decisions regarding the Student Health facility. 

In conjunction with the Director, the incumbent ensures a high level of customer engagement and maximum utilization of department services. The Associate Director participates in and makes recommendations on the following: recruitment, selection, training, crisis management, administrative duties, communication with families/guardians, and other related activities.  The incumbent has specific responsibilities for serving as liaison to University Facilities Management and overseeing department budget reconciliation while directly performing tasks including department Human Resources, department assessment needs and department organization and planning. 

The Associate Director assists with the development of campus and external communications and other related activities and also provides indirect oversight for the department medical services staff members as needed.  The incumbent will perform crisis intervention and consultation in the event of an emergency and participates in on-call emergency response and preparedness as needed. 

Responsibilities

Programmatic Direction and Strategic Planning for Student Health Service 

• In conjunction with the Director, establishes short and long-term goals and objectives for the department administrative area including any related budget implications.
• Creates and revises systems and procedures by analyzing operating practices, recordkeeping systems, forms control and budgetary/personnel requirements.
• Works collaboratively with supervisor and department team to establish assessment strategies to track program performance and student utilization.
• Collaborates with campus departments (Facilities Management, Student Finances, etc.) to ensure department effectiveness and efficiency.
• Develops systems to maintain high levels of satisfaction of students based on national best practices and CAS standards.
• Supports the department accreditation process every three years (or as needed).
• Updates department protocols and procedures to streamline operations and ensure compliance with CSU Executive Orders and federal/state/county/campus rules and regulations.
• Support with the preparation of various department monthly/quarterly/annual statistical reports and review with department staff, Division leadership and supervisor as appropriate.
• Assumes management and program responsibilities in the absence of Director.

Staff Supervision 

• Provides direct and indirect supervision for full-time professional staff members.
• Hires, trains, sets performance expectations, coaches, and evaluates performance and work product of department staff.
• Oversees day-to-day department administrative operations.
• Establishes professional development plans for direct reports.
• In consultation with Human Resources, ensures compliance with collective bargaining agreements, completes performance reviews (annual and probationary) for professional staff members and implements progressive discipline process as necessary.
• Oversees absence management for staff members.
• Ensures scheduling and implementation of department onboarding activities for all newly hired direct reports. 

Department Administrative Oversight 

• Responsible for the development, implementation and revision of administrative protocols, policies and procedures.
• Make assignments, oversee and coordinate staff schedules.
• Oversee and coordinate the purchase and maintenance of department inventory, supplies and equipment.
• Oversee the operations of Medical Records.
• Assist in the oversight of department Emergency Response and Disaster Preparedness.
• Responsible for updating department Administrative Support Services policies and procedures.
• Assist in the promotion and marketing of department services.
• In collaboration with department staff, develops campus-wide student health and wellness programs and services to address campus community needs.
• Assist with compliance efforts for Health Insurance Portability and Accountability Act, State Confidentiality for Medical Information acts, and FERPA, including requests for the release of medical records and the response to subpoenas.
• Oversee Quality Assurance (QA) and Quality Improvement (QI) activities.
• Ensure department information technology infrastructure is HIPAA compliant.
• In collaboration with SHCS leadership team, oversees building maintenance, repairs and improvements. 
• Maintains virtual presence of campus medical services including Tele-Health options and the department web presence.
• Assist with oversight for required immunization compliance and TB screening for the University.

Department Budget Management and Reconciliation 

• In collaboration with SHCS leadership, projects annual and multi-year budget proformas related to the Student Health and Health Facility fees.
• Oversees departmental budgeting including the maintenance of up-to-date records of encumbrances and expenditures for department funds including campus chargebacks, billing and collection (i.e. Athletics, Family PACT, Workers’ Compensation).
• Develops and applies appropriate fiscal controls including internal auditing of mandatory student fees. Provides information to university and state auditors as requested.
• Prepares cost-benefit analysis for any proposed new programs or changes to on-going programs.
• In collaboration with SHCS leadership, supervises department monthly earned-income reports.
• Supervises the reconciliation of collections to General Ledger. 

Coordinate Human Resources Needs for Department 

• Oversees the administration of payroll services within the department for full-time staff including absence management. 
• Supervises processing of all payroll documents and functions in compliance with university standards.
• Ensures on-going department staff development throughout the year.
• Ensures professional development plans for direct reports.
• Ensures two-week orientation scheduled for all newly hired department staff.
• Provides training support for department recruitment regarding HR recruitment policies, processes and paperwork.
•  Collaborates with Student Health, Counseling and Health Promotions leadership in administration of collective bargaining agreements.

Support Functions

• Serves as back-up for Director as needed.
• Reviews status of job tasks and responsibilities with supervisor and/or designee on a regular basis.
• Prepares and updates position calendar and procedures.
• Collaborates and supports campus events such as Welcome Day, Preview Day, New Student Orientation, etc.
• Assists in documenting department policies and procedures and trains department staff in their implementation.
• Responds to routine requests for information.
• Refers specific questions and/or problems to appropriate university and department personnel.
• Serves on University committees as needed.
• Performs other duties as assigned.

Minimum Qualifications

Knowledge, Skill, and Abilities 

• Knowledge of community resources in medical treatment and public health practices. 
• Knowledge of local, state, and federal laws and regulations pertaining to the practice of medicine, nursing, laboratory, pharmacy, radiology, public health, and the operation of an outpatient primary care clinic.
• Thorough knowledge of HIPAA, and Center for Disease Control (CDC) Infection Control Guidelines.
• Knowledge, or commitment to obtaining knowledge, of CMIA, FERPA, California Dept. of Public Health (CDPH) Infection Control Guidelines, and Cal-OSHA regulations applicable to an outpatient medical clinic.
• Thorough knowledge of applicable professional ethics and standards.
• Ability to serve as a mentor and resource consultant for other health center personnel; and the ability to establish and maintain effective working relationships with a variety of medical practitioners and specialists, as well as students, staff, administrators, and faculty.
• Maintain knowledge of electronic health records, computer systems, and medical equipment as appropriate.
• Ability to relate to and interact within a complex community comprised of ethnically and socially diverse populations, including students, faculty, staff, the administration, parents, and the broader academic community.
• Possession of professional skills in public administration; health care administration, organizational leadership and communication skills. 
• Ability to lift up to 25 pounds.
• Ability to run short distances in emergency situations. 
• Knowledge of basic word processing, Microsoft Excel, customized Electronic Health Records and medical software systems.

Experience and Education

• Bachelor’s degree
• 1+ years of progressively responsible management experience

Required Qualifications

• Requires a Bachelor’s degree.  
• Requires 3 years of progressively responsible experience.
• Requires 1 year of experience supervising professional staff.
• Budgeting experience, ability to manage a budget.
• Ability to lead a diverse workforce.
• Ability to develop and set goals based on overarching University vision, mission, values, and goals.
• Ability to assess and report out on program performance.
• Ability to work independently as a self-motivated highly productive professional.
• Ability to manage and direct during times of crisis.
• Ability to communicate effectively with others in presenting ideas and concepts both written and orally.
• Ability to present in front of large groups.
• Ability to learn new processes quickly, assume responsibility and initiative, prioritize emerging issues and handle concurrent multiple deadlines/tasks.
• Ability to handle sensitive information and maintain confidentiality.

Preferred Skills and Knowledge

• Prefer master's or terminal degree of higher education. 
• Prefer experience with working in a university setting.
• Prefer experience with coordinating accreditation processes.
• Prefer experience with managing and directing student health utilization programs and software.
• Prefer experience using Oracle/PeopleSoft systems for financial and budget management, including query skills.
• Prefer knowledge of CSU mandates for Self-Operating departments.
• Knowledge of Executive Order 943 and CSUEB SHCS Protocols and Procedures Manuals and Quality Improvement processes. 

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.