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OITM Faculty Assistant (4722C) Haas School of Business 59357

About Berkeley

At the University of California, Berkeley, we are committed to creating a community that fosters equity of experience and opportunity, and ensures that students, faculty, and staff of all backgrounds feel safe, welcome and included. Our culture of openness, freedom and belonging make it a special place for students, faculty and staff.

The University of California, Berkeley, is one of the world's leading institutions of higher education, distinguished by its combination of internationally recognized academic and research excellence; the transformative opportunity it provides to a large and diverse student body; its public mission and commitment to equity and social justice; and its roots in the California experience, animated by such values as innovation, questioning the status quo, and respect for the environment and nature. Since its founding in 1868, Berkeley has fueled a perpetual renaissance, generating unparalleled intellectual, economic and social value in California, the United States and the world.

We are looking for equity-minded applicants who represent the full diversity of California and who demonstrate a sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds present in our community. When you join the team at Berkeley, you can expect to be part of an inclusive, innovative and equity-focused community that approaches higher education as a matter of social justice that requires broad collaboration among faculty, staff, students and community partners. In deciding whether to apply for a position at Berkeley, you are strongly encouraged to consider whether your values align with our Guiding Values and Principles, our Principles of Community, and our Strategic Plan.

At UC Berkeley, we believe that learning is a fundamental part of working, and our goal is for everyone on the Berkeley campus to feel supported and equipped to realize their full potential. We actively support this by providing all of our staff employees with at least 80 hours (10 days) of paid time per year to engage in professional development activities. To find out more about how you can grow your career at UC Berkeley, visit grow.berkeley.edu.

Departmental Overview

UC Berkeley's Haas School of Business offers a unique opportunity to champion new ideas, collaborate across boundaries, and continually learn in a workplace committed to increasing diversity and creating a welcoming environment for all. Our distinctive culture is captured within our four Defining Leadership Principles: Question the Status Quo, Confidence Without Attitude, Students Always, and Beyond Yourself. These principles distinguish Berkeley Haas as a unique environment, conducive to teamwork, collaboration, and career growth.

For more information about the Haas School of Business visit: https://haas.berkeley.edu/about/

The Haas School of Business embraces flexible working arrangements for its employees. Exact arrangements are determined in partnership with your supervisor to meet role responsibilities and department needs, and are subject to change.

Berkeley's Haas School of Business offers a unique opportunity to champion new ideas, collaborate across boundaries, and continually learn in a workplace committed to increasing diversity and creating a welcoming environment for all. Our distinctive culture is captured within our four Defining Leadership Principles: Question the Status Quo, Confidence Without Attitude, Students Always, and Beyond Yourself. These principles distinguish Berkeley Haas as a unique environment, conducive to teamwork, collaboration, and career growth.For more information about the Haas School of Business visit: https://haas.berkeley.edu/about/The Haas School of Business embraces flexible working arrangements for its employees. Exact arrangements are determined in partnership with your supervisor to meet role responsibilities and department needs, and are subject to changeUC Berkeley's Haas School of Business offers a unique opportunity to champion new ideas, collaborate across boundaries, and continually learn in a workplace committed to increasing diversity and creating a welcoming environment for all. Our distinctive culture is captured within our four Defining Leadership Principles: Question the Status Quo, Confidence Without Attitude, Students Always, and Beyond Yourself. These principles distinguish Berkeley Haas as a unique environment, conducive to teamwork, collaboration, and career growth.For more information about the Haas School of Business visit: https://haas.berkeley.edu/about/The Haas School of Business embraces flexible working arrangements for its employees. Exact arrangements are determined in partnership with your supervisor to meet role responsibilities and department needs, and are subject to changeUC Berkeley's Haas School of Business offers a unique opportunity to champion new ideas, collaborate across boundaries, and continually learn in a workplace committed to increasing diversity and creating a welcoming environment for all. Our distinctive culture is captured within our four Defining Leadership Principles: Question the Status Quo, Confidence Without Attitude, Students Always, and Beyond Yourself. These principles distinguish Berkeley Haas as a unique environment, conducive to teamwork, collaboration, and career growth.For more information about the Haas School of Business visit: https://haas.berkeley.edu/about/The Haas School of Business embraces flexible working arrangements for its employees. Exact arrangements are determined in partnership with your supervisor to meet role responsibilities and department needs, and are subject to change

Application Review Date

The First Review Date for this job is: 10/03/2023

Responsibilities

The faculty assistants are essential to the administration unit of the Haas School of Business. This position is one of seven administrative assistant roles supporting faculty. To meet the needs of our growing faculty population, the seven faculty assistants serve as first points of contact for requests related to, but not limited to, administrative, instructional, and research support.

Under minimal supervision from the Faculty Support Unit supervisor, the incumbent is the first point of contact for the administrative needs of the faculty group assigned. The incumbent provides lecturer, seminar, accounting, and research and expense account support, course materials preparation, editing, project management, web page and online calendar maintenance, and other duties as needed/assigned. Faculty assistants work independently to provide excellent customer service to faculty members, students, staff at Haas, the campus community, and visitors. Our effective administrative support is based on a collaborative approach. All team members share information and good practices to help students and faculty do their best work.

ADMINISTRATIVE AND PLANNING SUPPORT:

• Serve as the first point of contact for faculty, students, and staff regarding operations and academic support information.
• Provide materials preparation support for faculty.
• Provide information, parking passes, and other assistance as needed to guest speakers, visitors, and students.
• Provide word processing, copywriting, editing, proofreading for but not limited to, research papers, manuscripts, correspondences, letters of recommendation, PowerPoint presentations, and course materials.
• Update and maintains online calendars.
• Assist faculty with questionnaires, surveys, flyers, posters, door cards and name tags.
• Provide seminar support including, reserving meeting space, ordering catering, communicating with various faculty and speakers, creating/disbursing logistical seminar communications with schedules, and securing AV reservations.
• Update and maintain web pages and online calendars.
• Secure restaurant, transportation, hotel and airline reservations as needed.
• Order office supplies and equipment/furniture as requested.
• Provide mail, fax, FedEx, UPS and courier services as requested.
• Resolve simple software/hardware problems.
• Submit requests for IT or Facility Services as needed/requested.
• Ability to maintain confidentiality and security of student records following confidentiality rules established by FERPA, the State of California and the University of California, Berkeley.
• Complete special projects and other administrative duties as assigned/requested.

FINANCE AND PURCHASING SUPPORT:

• Submit complete and organized information/required documentation to the campus business service unit to ensure timely and accurate processing of purchases, payments and reimbursements.
• Monitor research funds including materials purchases and payroll expenses for research staff in Cal Answers and work with grant administrators to monitor externally sourced expenditures.
• Work with faculty, research staffing administrator, and the Haas finance team to clear impending deficits and process corrections.
• Act as a liaison between faculty and Berkeley Regional Services (BRS).
• Create purchase orders for independent contractors and vendors
• Track paperwork submitted for individual faculty for purchasing, travel and entertainment reimbursements.
• Manage purchase and payment requests with Haas business services and BRS.
• Comply with current purchasing and reimbursement policy as governed by the UC Office of the President.
• Reconcile purchases made on Blu Card and maintain compliance as required by the University Blu Card program.

FACULTY SUPPORT:

The faculty assistant will work closely with members of the assigned faculty group. Duties include:

• Navigate faculty through Haas and UC policies and procedures to reach academic goals.
• Assist faculty with hiring process for academic and non-academic staff appointments.
• Serve as a proxy for updating/publishing information on APBears for faculty.
• Order journal subscriptions, membership renewals, software, books, research and instructional materials (other than textbooks), etc.
• Provide faculty merit/promotion support under the direction of the Academic Affairs unit.
• Complete special projects as required.

PROFESSIONAL LEARNING AND GROWTH:

• Embraces the principle of being a "student always" by engaging in opportunities for training, workshops, seminars, and continuing education pertinent to the position, or at the suggestion of the supervisor.
• Actively contributes to a team environment that fosters and promotes a culture of diversity, equity, inclusion, and belonging (DEIB) within the unit and at Haas.
• Engages in ongoing education to promote diversity, equity, inclusion & belonging by completing University sponsored certifications & training sessions (i.e.: MEP Workshop, Implicit Bias Certification, LinkedIn Learning workshops, and other workshops & seminars offered by the University or Haas, as they are made available) or by engaging in external seminars & resources related to DEIB.
• Exemplifies Haas Defining Principles: students always, confidence w/o attitude, question the status quo, and beyond yourself.

Required Qualifications

• Strong attention to detail while managing shifting priorities, with frequent interruptions while keeping a positive and professional attitude through changes.
• Some experience with providing administrative/operational support within an organization.
• Can quickly learn, understand, and demonstrate skill in following confidentiality rules established by FERPA, the state of California, and the university.
• Excellent and accurate record-keeping and organizational skills.
• Experience with scheduling for individuals as well as groups.
• Demonstrates excellent and professional writing, editing, and verbal communication skills when communicating to a diverse group.
• Learns and adapts to new business processes, online systems and software tools/technology on a frequent basis.
• Demonstrates intermediate-to-advanced skills using Google Suite (Gmail, Calendar, Docs, Sheets) and/or Microsoft Office Suite (Word, Excel, PowerPoint, etc.).
• Takes initiative and shows the capacity to be proactive, use keen judgment and analytical skills when problem-solving, and utilizing resources for clarification and/or instruction.
• Excellent interpersonal skills, demonstrating a desire to promote diversity, equity, inclusion and belonging to establish and maintain positive & professional working relationships with colleagues, students, and team members.
• Exemplifies Haas Defining Principles: students always, confidence w/o attitude, question the status quo, and beyond yourself.
• Demonstrates an understanding of and commitment to diversity, equity, inclusion, and belonging in a business, organization or public university.

Education and Training

• High school diploma or equivalent experience.

Preferred Qualifications

• Experience and skill in providing high level, front facing customer service.
• Experience and skill in managing a high volume of incoming email requests or inquiries both internal and external.
• Some knowledge or experience in similar systems of Berkeley Financial System (BFS), BearBuy, Travel and Entertainment (T and E), and Connexxus.

Salary & Benefits

• This is a 100% Career position with full benefits.
• Non-exempt, hourly, and paid bi-weekly.

For information on the comprehensive benefits package offered by the University, please visit the University of California's Compensation & Benefits website.

Under California law, the University of California, Berkeley is required to provide a reasonable estimate of the compensation range for this role and should not offer a salary outside of the range posted in this job announcement. This range takes into account the wide range of factors that are considered in making compensation decisions including but not limited to experience, skills, knowledge, abilities, education, licensure and certifications, analysis of internal equity, and other business and organizational needs. It is not typical for an individual to be offered a salary at or near the top of the range for a position. Salary offers are determined based on final candidate qualifications and experience.

The budgeted salary or hourly range that the University reasonably expects to pay for this position is Step 1 -$28.44 to Step 8 - $38.44

How to Apply

To apply, please submit your resume and cover letter.

Other Information

• This position is governed by the terms and conditions in the agreement for the Clerical & Allied Services Unit (CX) between the University of California and Teamsters Local 2010. The current bargaining agreement manual can be found at: http://ucnet.universityofcalifornia.edu/labor/bargaining-units/cx/index.html

Conviction History Background

This is a designated position requiring fingerprinting and a background check due to the nature of the job responsibilities. Berkeley does hire people with conviction histories and reviews information received in the context of the job responsibilities. The University reserves the right to make employment contingent upon successful completion of the background check.

Equal Employment Opportunity

The University of California is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status. For more information about your rights as an applicant, please see the U.S. Equal Employment Opportunity Commission poster.



For the complete University of California nondiscrimination and affirmative action policy, please see the University of California Discrimination, Harassment, and Affirmative Action in the Workplace policy.





To apply, visit https://careerspub.universityofcalifornia.edu/psp/ucb/EMPLOYEE/HRMS/c/HRS_HRAM.HRS_APP_SCHJOB.GBL?Page=HRS_APP_JBPST&Action=U&FOCUS=Applicant&SiteId=21&JobOpeningId=59357&PostingSeq=1