Quantitative and Behavioral Sciences Hub Office Manager

About the Position

Please Note: Review of applications will begin on January 5, 2026.

This position provides administrative support to the Quantitative and Behavioral Sciences (QBS) Hub, which includes the Departments of Mathematics, Psychology, and Statistics & Data Science. It has significant autonomy in decision making regarding resolving common problems. This position is responsible for complying with regulations, policies, and procedures relating to the function of the QBS Hub. This position is responsible for maintaining departmental records and interacting with offices and departments across the campus. Much of the work is confidential requiring specialized knowledge & training. Some work is of a project nature.

Particular emphasis is placed on duties concerning the course schedule, student services, and special events and projects. This position assists with applications to the graduate programs. The position is responsible for having a thorough knowledge of Departments, College, and University policies/procedures/regulations/deadlines, as well as State/Federal regulations.

Responsibilities

Office Management

• Assists with questions from students, faculty, staff, and visitors in person and by phone and email.
• Provides first-level new faculty orientation (related to Department and University administrative operations) and other faculty support (e.g. problem solving).
• Gathers data and prepares reports.
• Determines student assistant eligibility to work, coordinates assignments, provides orientation, and completes SEAFs and payroll.
• Tracks property.
• Makes department purchases, maintains University issued Procurement card and completes monthly ProCard report per guidelines, with Analyst/Chair approval.
• Assists with travel reimbursement and arranging student travel.
• Manages department websites, including updating office hours, personnel lists, and program flyers and publications.

Academic Support

• Creates and manages class schedules.
• Manages adds/drops and other enrollment issues.
• Assists students with registration and other problems.
• Supports chair, faculty, and other instructional staff.
• Communicates with prospective graduate students throughout the application and admission process.
• Edits curriculum materials (e.g. New Course Requests, course revisions and modifications, revising programs), works with Chairs on contacting alumni concerning input on program/curriculum revision.
• Receives and maintains records of Capstone memos.
• Attends meetings and training sessions as needed.

Special Projects and Events

• Assists with and participates in special events and projects.
• Provides and coordinates support for faculty searches and external visits with other administrative staff.
• Receives and maintains records of Capstone memos.
• Maintains student/alumni/faculty database and serves as alumni connection.
• Coordinates with College and University Scholarship Coordinators in the management of department scholarships.
• Develops rapport and appropriate communication with donors of scholarships.

Minimum Qualifications

• 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.

Required Qualifications

• Strong communication, organizational, and multi-tasking skills.
• Ability to interact with a wide variety of people.
• Computer skills, including Microsoft Office, internet browsers, and email.
• Experience in a busy environment, completing tasks in the face of regular interruptions.

Preferred Skills and Knowledge

• Bachelor’s degree.
• Experience in an office manager position is preferred.

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.