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Job ID: 143218

Faculty Assistant (4722C) , Haas School of Business 8577
University of California Berkeley


Date Posted Jun. 23, 2020
Title Faculty Assistant (4722C) , Haas School of Business 8577
University University of California Berkeley
Berkeley, CA, United States
Department
Application Deadline Open until filled
Position Start Date Available immediately
 
 
  • Other Administrative Categories
  • Fiscal Services
    Administrative Support/Services
 
 


Faculty Assistant (4722C) , Haas School of Business 8577

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.

Application Review Date

The First Review Date for this job is: July 4, 2020

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/

Responsibilities

Faculty, Finance, and Purchasing Support
  • Assist faculty with material preparation.
  • Seminar support including reserving meeting space, acquire AV support, schedule creation and arranging catering.
  • Provide information for guest speakers, visitors, and students.
  • Provide word processing, copy writing, editing, proofreading for research papers, manuscripts, and correspondence, including letters of recommendation.
  • Monitor research funds including materials purchases and payroll expenses for research staff. If position is through Haas allocations, track in BAIRS, funded through external sources, work with grant administrator to monitor expenditures.
  • Notify faculty and Finance team of any impending deficits and coordinate with Research Staffing Administrator or faculty member to clear deficits.
  • Assist faculty with hiring process for academic and non-academic staff appointments.
  • Submit complete and organized information/required documentation to the campus business service unit to ensure timely and accurate processing of payments and reimbursements.
  • Update and maintain webpages and online calendars.
  • Ability to maintain confidentiality and security of student records following confidentiality rules established by FERPA, the State of California and the University.
  • Acts as a liaison between faculty, CSS and vendors to create purchase orders in Bear Buy for independent contractors.


Administrative and Planning Support
  • Navigate faculty through Haas and UC policies and procedures to reach academic goals.
  • Track paperwork submitted for individual faculty for Travel and Entertainment reimbursement.
  • Manage Purchase and Payment requests (via Bear Buy shopping carts) with Haas Business and Campus Shared Services.
  • Reserve meeting space, catering and AV reservations for various faculty events.
  • Restaurant, taxi, hotel and airline reservations.
  • Obtain and provide parking passes for class visitors and guests.
  • Order supplies and request repairs of office environments and equipment.
  • Order journal subscriptions, membership renewals, software, books, research and instructional materials (other than textbooks), etc.
  • Reconcile purchases made on Blu Card in BFS.
  • Serve as a proxy for updating publishing information on APBears for Faculty.
  • Coordinate with Haas units for expenditures and corrections.
  • Provide mail, fax, FedEx and courier services.
  • Questionnaires, surveys, flyers, posters, door cards and nametags.
  • Provide faculty merit/promotion support under the direction of Academic Affairs.
  • Resolve simple software/hardware problems.


Career Development
  • Work on special programs as assigned.
  • Attend classes which will enhance expertise in job areas.
  • Serve on departmental and campus-wide committees as appropriate.
  • Participate in activities that enhance the campus community and/or larger community to further University service.
  • Maintain knowledge of the Faculty Support Unit's business processes in order to provide back up to other support staff in the unit.


Required Qualifications
  • Related experience in providing administrative support to a group of 8 - 12 faculty or managers, from an accredited degree granting university/college or similar environment.
  • Demonstrated experience providing high level of front facing customer service and manage high volume incoming email from faculty, students and external customers.
  • Strong attention to detail while managing shifting priorities, with frequent interruptions.
  • Excellent accurate record keeping and organizational skills.
  • Experience with scheduling for groups as well as creating individual visit itineraries.
  • Demonstrates excellent written, and verbal communications skills.
  • Demonstrated ability to manage high volume of incoming emails (faculty, students, other stakeholders)
  • Willingness to learn and adapt to new online systems, business processes and software tools/technology.
  • Intermediate to advanced skills using Microsoft Office Suite (Word, Excel, PowerPoint)
  • Takes initiative and is proactive in problem solving; utilizing resources for clarification and/or instructions to increase efficiency.
  • Excellent interpersonal skills, keen judgment, analysis, self-awareness, decision making and the ability to relate professionally to diverse groups.
  • Proven reliability and demonstrated continuous punctuality in attendance.
  • Demonstrates understanding and cultivates and promotes diversity, equity and inclusion.
  • Demonstrates a willingness to embody and foster the Defining Leadership Principles of Haas.


Preferred Qualifications

  • Knowledge of UC Berkeley's Berkeley Financial System (BFS), Bear Buy, Travel and Entertainment (T&E), and Conexus or the ability to learn quickly.
  • Awareness of critical academic/administrative deadlines.
  • Expertise in maintaining confidentiality and security of student records following confidentiality rules established by FERPA, the State of California and the University.


Salary & Benefits

This is a non-exempt, biweekly paid position. Hourly pay will be commensurate with experience within the Union negotiated rates up to $28.54 Step 7.0.

For information on the comprehensive benefits package offered by the University visit:

https://ucnet.universityofcalifornia.edu/compensation-and-benefits/index.html

How to Apply

Please submit your cover letter and resume as a single attachment when applying.

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 see:

https://www.eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.pdf
For the complete University of California nondiscrimination and affirmative action policy see:
http://policy.ucop.edu/doc/4000376/NondiscrimAffirmAct

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=8577&PostingSeq=1

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