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Continuing Education (CE) Program Coordinator & Administrative Analyst

Continuing Education (CE) Program Coordinator & Administrative Analyst

Cal State East BayHayward, California, US
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About the Position

Please Note : Review of applications will begin on August 15, 2025.

University Extension (UE) offers a multitude of educational programs and services to Cal State East Bay matriculated and non-matriculated students. As the local and global extension of the University, UE furthers the institutional vision through innovative approaches to advanced professional education in the context of a new world of work in a global economy. University Extension (UE) is a subdivision of Academic Affairs that offers educational programs to matriculated and non-matriculated students. UE develops and maintains self-support programs from inception to marketing and finally to implementation. UE consists of multiple sub-centers : International Programs, Continuing Education, Special Sessions, Concord Campus academic services, and UE Marketing and Communications.

This position is responsible for the coordination of a select number of Continuing Education offerings offered both on and off campus through University Extension.

Responsibilities

Program Coordination and Support

  • Maintain and implement a specific portfolio of programs
  • Produce and share regular reports with appropriate parties regarding Enrollment; Advisory Board Meetings; Student Evaluations; Additional Program Activity; Coordinate with other extended education units i.e. student support, operations, payroll, etc. to ensure instructors are onboarded and students can enroll; Evaluate programs using enrollments, instructor and student feedback to make recommendations for continuing existing courses and programs, and implement changes and revisions.
  • Coordinate workflow between program support structures, and outside consultants to maximize efficient implementation of programs.
  • Recommend new strategies to develop and implement processes that will improve workflow integration between the Program Support unit, other extension units, off campus sites, and campus departments.
  • Oversee and maintain database for all CE courses.
  • Oversee the process to create (quarter, semester, etc.) course schedules.
  • Work closely with operations and marketing staff to coordinate efforts.
  • Remain current in PeopleSoft database skills to assist as necessary with student and faculty requests.
  • Create courses in PeopleSoft (approx. 100+ courses per semester).

Faculty Support

  • Communicate with program instructors and coordinators in order to develop (semester, etc.) course schedules.
  • Work closely with marketing staff to coordinate efforts and ensure course information is correctly listed in print and digital catalog.
  • Ensure course materials are ordered / prepared and distributed to registered students.
  • Assist faculty and program support staff with software purchases.
  • Resolve complaints and issues related to instructors.
  • Refer issues as necessary to Director(s) of Programs.
  • Contacts instructors or coordinators when various problems arise.
  • Review all grade reports, ensure grade rosters are created, and that instructors' grade courses in a timely manner.
  • Work closely with Student Support Unit when various problems arise.
  • Maintain contact with faculty and outside program coordinators for all unit purposes, including (but not limited to) : Obtain schedule of classes; Coordinate the ordering of all course supplies and materials; Communicate when grades are due;Contact instructors and / or coordinators with any problems with the registration of students or their grades; Review student surveys and discuss with faculty; Inform Directors as necessary if there are concerns.
  • Oversee annual training of instructors, updating all Divisional instructors on changes in policy and procedures.
  • Coordinate PeopleSoft grade processes.
  • Work with Enrollment Services and ICS to run the necessary reports and processes associated with PeopleSoft grading.
  • Attend meetings and trainings associated with the PeopleSoft processe.
  • Oversee and coordinate training of instructors, updating all instructors on changes in policy and procedures.
  • Identify, plan, and host special faculty training events based on specific needs.

    • PeopleSoft Database Skills

  • Utilize PeopleSoft database skills to schedule classes and assist as necessary with student and faculty requests.
  • Remain current in PeopleSoft database skills and learn new roles as needed to support new and continuing programs.

    • Campus Technology / Systems Use

  • Utilize campus procedures to create and track program proposals (curriculog, etc.).
  • Liaise with academic departments to move program approvals through the system.

    • Organizational Citizenship

  • Maintain familiarity with general CE policies, procedures, and programs, as well as general knowledge of Cal State East Bay policies, procedures, programs, and organization.
  • Promotes and instills a strong culture of teamwork by working together safely, effectively, and respectfully with all associates.
  • Ensures continuity of services during periods of staffing shortages or unanticipated increases in unit workload.
  • Actively promotes honesty, integrity, respect, and care for every person, ensuring a welcoming campus environment, and striving to help every member of our campus family, including partners, learners and clients, feel a strong sense of belonging.
  • Shows a commitment to fostering a diverse, equitable, and inclusive work and learning environment.
  • Serves on committees and work groups for CE and / or the University.

    • 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.

    Preferred Skills and Knowledge

  • Equivalent to graduation from a four-year college or university, preferably with courses in adult education and curriculum planning.
  • Working knowledge of the practices, procedures and activities of CE and assigned Special Sessions programs.
  • Equivalent of two years of professional experience in program support or a related field including three or more years of progressive office experience and two or more years of customer service experience, preferred.
  • Ability to establish and maintain cooperative working relationships with CSU staff, administrators, student organizations, both private and public agencies, including the US government.
  • Ability to assess timelines and establish appropriate deadlines within the constraints of the University registration calendar;
  • Ability to fill in for staff to assist or complete their work, if needed.
  • Ability to create and maintain a large database of information including several datasets, updating these each term.
  • Ability to work in a diverse environment, with employees of other University departments and colleges.
  • Must be proficient in the following software : Microsoft Suite, Google Apps, PeopleSoft and Salesforce.

    • 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.

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