Office Coordinator

2 weeks ago

East Bay, United States California State University Full time

**Job no**: 538510

**Work type**: Staff

**Location**: East Bay

**Categories**: Unit 9 - CSUEU - Technical Support Services, Administrative, Probationary, Full Time

**Salary and Benefits**

**PLEASE NOTE**: The starting salary placement depends on qualifications and experience and is anticipated to be in the range of $4,379.00 per month to $4,922.00 per month.

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**

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**

The Office Coordinator performs duties under general supervision of the Associate Director, Housing Operations and Commercial Services and works independently to provide department office coordination and administrative support functions while providing excellent customer service. The incumbent coordinates various administrative services for the department including Housing front office reception/customer service, mailroom, procurement, and staff calendar scheduling. The Office Coordinator also provides lead work direction to student staff, support bay card printing and student assistant hiring-packet creation/dissemination, and lockouts. Independent judgment and initiative are expected and exercised during day-to-day operations. In addition, the incumbent provides a full range of support functions in support of the Housing and Residence Life program.

**Responsibilities**

Coordinate Housing Office Functions:

- Create a friendly and welcoming environment and set the office tone, meeting excellent customer service standards.
- Coordinate reception responsibilities for the Housing front office to assist current residents, prospective residents, campus partners, vendors, and other visitors. Ensure that the front office has sufficient coverage and operations run smoothly.
- Maintain an organized and tidy office work space at all times. Develop a system for maintaining cleanliness and organized resources at the Housing front office.
- Frequently check office supply stock and reorder supplies as needed.
- Coordinate with staff to send mass mail to residents.
- Maintain resident and departmental files in an organized fashion, ensuring confidential information is secured.
- Coordinate recruitment and hiring of student staff as needed in support of front desk operations.
- Provide lead work direction for front desk student staff.
- Provide training, scheduling, lead work direction, and evaluation for Lassen student staff. This includes troubleshooting open/missed shifts, planning, directing and evaluating the student staff according to the objectives established for the department.
- Coordinate department errand runs and mail distribution, ensuring they are done in a timely manner. This includes overseeing the logging/accountability of mail and packages to meet all federal and state laws as well as University and department policies and guidelines.
- Utilizes StarRez to assist residents in navigating the online contracting and maintenance processes.
- Ensure a supply of all department forms are available for staff and students.
- Responsible for obtaining, reconciling, and distributing payroll checks monthly to professional and student staff. This includes timesheet processing for student assistants, ensuring required approvals are obtained and information is accurate and submitted in a timely manner.
- Schedule appointments for Student Housing and Residential Life (SHRL) staff.
- Support department processes by tracking department form responses.
- Collect and report customer service patterns and feedback and make adjustments to operations when necessary.
- Schedule and provide housing tours.
- Coordinate the lock-out process. This includes but is not limited to key audits, lock changes/requests, maintaining records of lock-out and key processing requests.
- Tra

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