Projects Coordinator

Projects Coordinator

The Project and Operations Coordinator serves as a key operational and confidential support professional within the Office of the Provost. The position coordinates high-level projects, manages sensitive and confidential information, and facilitates cross-divisional initiatives on behalf of the Provost and Academic Affairs leadership.

The incumbent ensures that strategic priorities, cabinet initiatives, and Academic Affairs projects are executed efficiently through proactive planning, workflow management, and interdepartmental coordination. This role requires discretion, independent judgment, and a comprehensive understanding of university policies, governance structures, and administrative processes. The position supports executive decision-making by preparing materials, tracking initiatives, and safeguarding confidential communications and documentation.

Responsibilities

Project Coordination and Initiative Support

• Coordinate and monitor projects and strategic initiatives originating from the Provost's Office to ensure timely execution and alignment with divisional and university priorities.
• Develop and maintain project plans, timelines, and tracking systems for Provost-led initiatives, cabinet priorities, accreditation efforts, and cross-divisional work.
• Coordinate meetings related to strategic initiatives, including preparing agendas, compiling briefing materials, documenting outcomes, and tracking follow-up actions.
• Serve as liaison between the Provost's Office and colleges, departments, and administrative units to facilitate implementation of decisions and initiatives. Prepare executive summaries, reports, presentations, and background materials to support informed decision-making.
• Monitor progress on assigned initiatives and proactively identify risks, delays, or required escalations.

Confidential Information and Executive Support

• Ensure the secure handling and management of sensitive and confidential materials in support of executive operations.
• Manage confidential correspondence, personnel materials, academic program proposals, grievance-related documentation, and other sensitive records in compliance with FERPA and university policy.
• Provide support for GRARB (Grievances and Arbitration). Collecting information, processing grievance paperwork, responding to grievance inquiries and maintaining grievance files.
• Draft, edit, and coordinate official communications on behalf of the Provost, exercising discretion and sound judgment.
• Maintain secure electronic and physical filing systems for executive-level documents.
• Serve as a trusted point of contact for confidential inquiries, exercising independent judgment in triaging and routing matters appropriately.
• Support preparation and distribution of materials for cabinet meetings, leadership councils, and other executive-level convenings.

Operational and Financial Coordination

• Provide operational coordination for administrative, budgetary, and procurement processes within the Provost's Office.
• Initiate and track requisitions, purchase orders, contracts, and other financial transactions in compliance with university procedures.
• Monitor budget expenditures and provide summary updates to the Academic Affairs Operations Manager and Provost.
• Coordinate logistical planning for high-level events, retreats, academic conferences, and commencement-related activities. Develop and refine office workflows and standard operating procedures to improve efficiency and accountability.
• Collaborate with Human Resources, Budget, Procurement, and other administrative units to ensure timely processing of personnel and operational actions.

Minimum Qualifications

To enter this classification at position skill level I, an employee must have fundamental written and oral communication skills, including a basic foundation of English grammar, spelling and punctuation; an ability to understand basic office procedures; an ability to operate standard office equipment; and an ability to perform basic arithmetic. Positions also may require basic typing and keyboard skills. These entry qualifications normally would be obtained through completion of a high school program or its equivalent and a year or more of general office experience.

Required Qualifications

Knowledge

• Working knowledge of university administrative structures, policies, and procedures, or comparable public-sector systems.
• Knowledge of financial and procurement processes, including requisitions and purchase orders.
• Knowledge of confidentiality standards and compliance requirements, including FERPA or comparable privacy regulations.

Skills

• Demonstrated project coordination skills, including the ability to manage multiple concurrent initiatives, track deliverables, and meet deadlines.
• Strong analytical and organizational skills with the ability to synthesize information into executive summaries, reports, and presentations.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and experience working with enterprise systems.

Abilities

• Ability to exercise independent judgment and discretion in handling highly sensitive and confidential information.
• Ability to collaborate effectively across departments and with senior administrators.

Preferred Skills and Knowledge

• Bachelor's degree or equivalent combination of education and progressively responsible experience.
• Experience working in a Provost's Office, Academic Affairs division, or other executive-level university setting.
• Experience supporting strategic initiatives, accreditation efforts, cabinet-level projects, or institutional planning processes.
• Experience with budget tracking and financial reporting.
• Experience drafting executive communications or preparing materials for governing bodies or leadership councils.
• Experience with project management tools or formal project management methodologies.

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.