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Administrative Coordinator - Department of Plant and Microbial Biology (4722C) 30808
University of California, Berkeley
Administrative Coordinator - Department of Plant and Microbial Biology (4722C) 30808
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.
The Department of Plant and Microbial Biology (PMB) was established in 1989 in the College of Natural Resources (CNR) as a research, teaching, and training center of the Agricultural Experiment Station. The department is part of Office of the President's (OP) Division of Agriculture and Natural Resources (DANR). The department is affiliated with the USDA Plant Gene Expression Center (PGEC) in Albany, CA and the Energy Biosciences Institute (EBI) on the U.C. Berkeley Campus.
PMB has 31 regular faculty members, one cooperative extension specialist, and nine adjunct faculty members. NST has 14 regular faculty and a rotation of lecturers.
Application Review Date
The First Review Date for this job is: February 25, 2022
SEMINAR & EVENT PLANNING & SUPPORT:
FRONT OFFICE MANAGEMENT:
- Serves as the main staff point of contact for the PMB/NST seminar series. Coordinates travel arrangements, reimbursements and honorariums for speakers, communications and publicity. Oversees planning for receptions for PMB's endowed lectures
- Plans and coordinates the holiday parties and occasional special events. Assists with planning and arrangements for the PMB department retreats.
- Working closely with the graduate advisor, provides event and staffing support for the annual graduate recruitment weekend. Assists the CAO with organizing candidate interview visits and other events related to the faculty recruitment process. This includes arranging catering, travel, reimbursements, and general administrative and AV assistance related to events described above.
PURCHASING & REIMBURSEMENTS:
- Oversees day-to-day operations within PMB's departmental office and provides excellent "front line" customer service. Supervises a team of student workers to staff the front desk and perform front office functions such as receiving and directing visitors and incoming calls, fielding questions, mail delivery, conference room scheduling, monitoring Koshland common areas, distributing parking passes, equipment checkout, and reporting building/safety/equipment issues to CNR Facilities. Responsible for keeping the front desk area, supply cabinets, copy rooms, and conference rooms tidy, stocked and organized.
- Assist faculty, students, and staff with connecting various administrative requests to their appropriate point of contact within the CNR and Campus Shared Services
COURSE & ACADEMIC PROGRAM SUPPORT:
- Serves as the PMB/NST admin office's main point of contact with CSS Business and Financial Services.
- Coordinates and submits reimbursements for expenses covered by the departments including the seminar series, graduate student recruitment weekend, faculty recruitment, and department special events. Coordinates and submits PMB department purchasing requests such as supplies, equipment, honorariums, vehicle rentals, and catering for events and faculty/postdoc lunches. Makes air, hotel and other travel arrangements for seminar speakers, faculty and graduate student recruits, and other department visitors.
- Manages the department's fuel cards. Assists with tracking spending for events and student groups and obtaining exceptional approval for purchases and events that require it. Helps ensure that department purchases and reimbursements align with university policies. Follows up to ensure that people receive their reimbursements and vendors are paid in a timely fashion.
EQUIPMENT & FACILITIES:
- Coordinate the department course evaluation process, and archive evaluation results. Assist with scheduling graduate courses and work with the graduate advisor and CNR undergraduate scheduler to ensure that the schedule of classes is accurate. Assist with promotion of summer session classes.
- Responsible for assisting with monitoring Koshland common areas contracts supplies and equipment, reporting building and safety issues to CNR Facilities, and following up as needed. Organize service and repairs to shared equipment when necessary. Assist with arranging equipment training and hazardous waste pickup. Serve as the primary department point of contact for fire alarms and evacuations.
- Provide administrative assistance for the department COA and chairs, including meeting scheduling, meeting minutes, gathering documentation, and follow-up requests. Assist with special projects as needed, such as updating department websites, social media content, and electronic communications.
- Experience working in a confidential, fast-paced, high volume, multicultural service environment, and remaining calm under pressure.
- Excellent oral and written interpersonal communication skills to interact effectively and professionally with a wide variety of university departments and individuals, including students, staff, faculty, and visitors.
- Ability to quickly learn and use applicable university policies and business procedures.
- Demonstrated attention to detail and ability to organize and prioritize work, meet frequently changing deadlines, handle multiple important projects simultaneously unto completion, and manage time effectively.
- Superior customer service skills, ability to maintain a high degree of flexibility.
- Intermediate experience with MS Word, Excel,
- Ability to work independently with minimal supervision, complete work with frequent interruptions, and exercise good judgment in handling non-routine situations.
- Facility with UC Berkeley's administrative systems such as Bearbuy, ConnexUC, Box, bCourses, CMS, SIS, and bConnected applications (google docs, google calendar).
- Event planning skills and experience.
- A science background or experience working in a scientific environment preferred. Familiarity with scientific equipment found in biology labs.
- Familiarity with basic video equipment, iMovie and creating QuickTime videos.
Salary & Benefits
Hourly rate is commensurate with experience. Hiring range is $25.65 - $30.79/hour. For information on the comprehensive benefits package offered by the University visit:
How to Apply
Please submit your cover letter and resume as a single attachment when applying. Please upload the document in the Resume section, then skip the (optional) Cover Letter upload section.
This is a full-time, non-exempt, career position which 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 see:
For the complete University of California nondiscrimination and affirmative action policy see:
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=30808&PostingSeq=1
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