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Job ID: 189038

Program Assistant (4722C) - IURD/CED
University of California, Berkeley

Date Posted Jul. 5, 2022
Title Program Assistant (4722C) - IURD/CED
University University of California, Berkeley
Berkeley, CA, United States
Application Deadline Open until filled
Position Start Date Available immediately
  • Professional Staff
  • Administrative Support/Services

Program Assistant (4722C) - IURD/CED

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.

Departmental Overview

IURD is an interdisciplinary research and teaching institute within the College of Environmental Design.

The Program Assistant is a critical position in the institute as it supports multiple functions and constituents. Work is done independently under leadership of the institute MSO (50% FTE) and MREDD program director (50% FTE), coordinating with other program directors, faculty and staff, Office of the Registrar, COCI, CSS, visitors and vendors. The position is responsible for successful course scheduling for fall, spring and summer terms, including space reservations and coordination of curriculum and faculty. Responsible for event planning and management, as well as visitor services and general office administration. Additional duties may include producing graphic design for reports, newsletters, and posters. Tasks may involve the handling of confidential information. Provides support to institute and program directors, faculty and other institute and program staff.

Application Review Date

The First Review Date for this job is: May 9, 2022


30% Student Services:

  • Advises MUD Students
  • Coordinates MUD Admissions
  • Assists students with VISAs
  • Reviews student progress and advises students on requirements for degree completion
  • Assists in the administration, evaluation and awarding of student fellowships, grants, scholarships and other prizes and awards.
  • Processes DSAS awards and payments.
  • Responsible for managing institute and program Prizes & Awards, including announcements, coordinating review of submissions, and implementation of awards.

    30% Program Assistance:

  • Scheduler for MRED+D, MUD & SED for all fall, spring and summer sessions
  • manages course enrollments, waitlists, and course restrictions; prepares the CSIR report
  • Maintains all course materials, i.e. course descriptions and syllabi; posts course descriptions for students on departmental bulletin board and ensures their posting on the web.
  • Processes student petitions for schedule changes as requested.
  • Maintains a multi-year teaching matrix, based on courses taught and faculty assignments.
  • Serves as a liaison between the Committee on Courses of Instruction (COCI) of the Academic Senate and the Department.
  • Manages the entire course approval process
  • Updates and edits all course changes in printed materials and online program statements
  • Schedules and attends Curriculum Committee meetings and maintains database of Curriculum Petitions.
  • manages the submission and processing of grades; maintains final course reports for the Department.
  • Advises faculty and students on University policies on grade changes; processes all grade changes.
  • Acts as a liaison between the Office of the Registrar and the Department on all matters regarding grades.
  • Responsible for management of course evaluations for the Department.

    30% Administrative Assistance:

  • Prepares correspondence and other written materials for department management and/or faculty
  • Edits and proofreads written materials for content consistency.
  • Determines need for general office equipment and supplies.
  • Uupdate/review/revise website to better communicate organization's mission, requiring substantive knowledge of organization's goals and objectives.
  • Maintains social media
  • Serves as initial point of contact for visitors to the institute and programs
  • Oversees and ensures daily office operations run smoothly.
  • Primary processing of reimbursements, purchase requests, including follow up with various central campus departments and disbursements.
  • Serves as key coordinator
  • Manages the institute and program directors' calendar
  • Functions as gatekeeper
  • Creates graphic design work for institute and program reports, newsletters, and posters.

    10% Event Management:

  • Coordinates large, complex conferences/meetings/programs.
  • Makes travel and hotel arrangements for institute and program visitors, which may include negotiating with hotels, etc., for the best logistical arrangements.
  • Assists with administrative and logistical arrangements for conferences
  • Keeps institute and programs schedule of events; creates and makes announcements on events to institute, programs, college and alumni lists.
  • Coordinates room/space scheduling for events.

    Required Qualifications
    • High school diploma or equivalent experience
    • Thorough knowledge in administrative procedures and processes including word processing, spreadsheet and database applications. Proficiency with or capability to quickly learn UC programs including SIS, CalCentral, CalAnswers, etc.
    • Requires good verbal and written communication skills, active listening, critical thinking, multi-task and time management skills.
    • Requires interpersonal and work leadership skills . Multicultural competencies; ability to work with diverse populations.
    • Working knowledge of advising and counseling techniques.
    • Ability in problem identification, reasoning, problem-solving.
    • Strong service orientation.

    Salary & Benefits

    For information on the comprehensive benefits package offered by the University visit:
    • The hourly salary range designated for this position: Up to $28.77; however, starting salary will be commensurate with experience.

    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

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