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Development Operations Associate (4722C), Haas School of Business - 47585

About Berkeley

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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 Development Operations Associate (4722C), Haas School of Business - #47585continually 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.

The Development and Alumni Relations (DAR) team at Berkeley Haas engages and cultivates alumni, parents, friends, corporations and foundations to advance the vision and mission of the school, inviting these key constituencies to provide volunteer leadership and make philanthropic investments in support of the school's students, faculty and programs. The Development team of major gift and annual gift officers cultivates prospective donors, both nationally and internationally, to inspire transformational gifts in support of Berkeley Haas and provides staff support for high-level volunteer groups, such as the Berkeley Haas Advisory Board. With 43,000 living alumni, the Alumni Relations team develops and builds greater awareness for career services, lifelong learning, and networking resources to support the engagement, learning, and connectedness of Berkeley Haas alumni.

The Haas Development and Alumni Relations team 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. This role is eligible for a hybrid work plan, but expected to be based in the Bay Area.

Scope:

The Development Operations Associate is a pivotal support role for the DAR unit. They will be part of a Development Operations team of three, dedicated to executing, assessing and improving business and administrative operations to ensure that the unit meets its ambitious fundraising and engagement goals. This position is designed to provide comprehensive customer, facility, administrative, purchasing and budgetary support to the entire unit of 35 staff. This position requires a high level of diplomacy and interaction with staff at all levels. The incumbent must communicate effectively and work collaboratively with colleagues across the organization. We are seeking a self-motivated problem solver who is able to learn quickly and independently.

Application Review Date

The First Review Date for this job is: 01/26/2023.

Responsibilities

Implements all departmental administrative operations including facilities, space logistics, reception, supplies and inventory tracking.

• Acts as main liaison with Haas Facilities and property management company for off-campus office; serve as Safety Coordinator for the DAR team.
• Serves as first point of contact for all visiting guests/deliveries/mail processing for DAR office, and coordinates back-up support when not in office.
• Maintains any internal room booking software or other facility related software.
• Answers and responds or elevates, as needed, to requests received through general phone lines and departmental emails.
• As needed, provides administrative support to the Chief Development Officer and Executive Directors by scheduling meetings, making travel arrangements, preparing support materials, providing logistical information, etc.
• Maintains inventory of all DAR supplies and collateral at both onsite and off-site locations.
• Maintains and assesses technology needs of all shared space in the DAR facility; provides support for all staff needs related to conferencing activities.
• Partners with program leads to assess upcoming purchasing needs.
• Conducts competitive analyses to assess a wide variety of vendors and products, as needed, while striving to increase vendor diversity.
• Acts as primary contact for all office support inquiries.
• Distills and informs DAR staff of all building related issues.
• Performs other office duties as required.

Acts as primary purchaser for unit and supports Senior Director and Chief Development Officer with preparation, analysis, and maintenance of $2M department budget.

• Works with limited supervision to manage, track and reconcile all accounting and financial activity for the unit.
• Accurately performs, processes, and monitors high-volume, time-sensitive purchasing and accounting duties, including but not limited to purchase orders, travel and entertainment reimbursements, and, as needed, exceptional approvals.
• Holds the primary purchasing cards for the unit (BluCard and Event Purchasing Card); following all relevant policies and ensuring proper reconciliation.
• Also acts as primary reconciler for all other unit cardholders.
• Coordinates, develops (where applicable) and implements financial and procurement processes and procedures and trains unit staff accordingly.
• Assures the unit is abiding by campus policies and guidelines regarding travel, reimbursement and purchasing; collaborates with Haas finance and central campus when needed.
• Assembles and analyzes data, providing budget analysis and recommendations at the team and unit level. Assist with augmentation requests, as needed.

Work-study student oversight

• Oversees daily responsibilities of work-study students every semester. Recruits, interviews, and selects the students.
• Creates and manages an intake system for requests for student assistance. Distributes tasks to students and coordinates workflow.
• Trains the work-study students on their individual tasks as well as database protocol, university policies and procedures, and office standards. Serves as a mentor, provides feedback, and takes disciplinary action as needed.
• Plans the work schedules for the work-study students, assigns and explains tasks, and coordinates their duties with the needs of other colleagues.

Provides guidance to staff on procedures, practices, and implementation of policies.

• Stays informed and actively seeks out information on campus policies and procedures.
• Records and maintains resources on DAR's business processes and campus policies on an internal wiki.
• Innovates, improves, and streamlines existing processes and procedures, when applicable.
• Coordinates cross-training of support staff and student employees across DAR.
• Amplifies timely updates on campus and unit policies and procedures.

Orienting and onboarding new employees to the business and administrative operations of the unit. Also seeing through proper offboarding of staff.

• Guides managers and staff through pre-set checklists for onboarding and offboarding. Helps navigate central campus requests, as needed. Items including, but not limited to: Computing and phone devices, Building access, Specialized access to DAR staff resources, and Ordering supplies, name tags and business cards.
• Provides an on-site office orientation for all new staff.
• Maintains all DAR level staff lists, listservs, shared calendars, etc..
• Offers suggestions on improvements to the on/off boarding process.

Professional Learning and Growth

• Embraces the principle of being a "student always" by engaging in opportunities for training, workshops, seminars, 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 (Ie: 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' four Defining Leadership Principles: (1) Question the status quo; (2) Confidence without attitude; (3) Students always; and (4) Beyond yourself.

Required Qualifications

• Organizational and time management skills to perform multiple, simultaneous tasks and assignments efficiently in a fast-paced work environment.
• Skilled at responding effectively to changing priorities, and communicating with partners and customers.
• Proficient in Google Suite Applications and Microsoft Office with a focus in Excel and demonstrated experience in utilizing advanced-level databases and spreadsheets.
• Demonstrated experience adopting, learning, and mastering new technologies in conjunction with improving existing current processes and procedures.
• Good verbal and written communication skills, active listening, and critical thinking
• Experience in providing prompt, courteous, and skillful customer service to maintain good relations with the general public, alumni, donors, prospective students, faculty, and/or colleagues.
• Ability to take initiative and solve problems independently while understanding when to seek guidance from manager or others.
• Proven attention to detail and ability to perform consistently and with a high degree of accuracy.
• Outstanding organizational skills and the ability to handle multiple tasks, set priorities, manage time efficiently and meet deadlines, and solve problems.
• Contributes to a positive team environment by working cooperatively within the team and independently.
• Demonstrates confidentiality when working with sensitive information.
• Must be available to work occasional evenings and weekends (with advance notice).
  • Over- time hours are compensated according to UC policy.
• 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' four Defining Leadership Principles: (1) Question the status quo; (2) Confidence without attitude; (3) Students always; and (4) Beyond yourself.
• Demonstrates an understanding of and commitment to diversity, equity, inclusion, and belonging in a business, organization or public university setting.

Preferred Qualifications

• Demonstrated work leadership skills to provide guidance to student employees and peers.
• Demonstrated ability to gather, organize, and perform accounting-related analyses.
• Demonstrated ability to present financial information in a clear and concise manner.
• Working knowledge of common campus financial systems, including Cal Answers, and programs (BearBuy, BFS, BAIRS, and CADS, Connexxus).
• Knowledge or awareness of UC Berkeley and/or Haas School of Business procedures, systems, cultures, and norms.

Salary & Benefits

This is a 100% full-time (40 hrs a week) non-exempt career position. Hourly pay is commensurate with experience.

For information on the comprehensive benefits package offered by the University, please visit this UCOP link.

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 $32.64 (Step 9) to $34.10 (Step 11).

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

• This is not a visa opportunity.

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 the EEOC poster.

For the complete University of California nondiscrimination and affirmative action policy see the UC 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=47585&PostingSeq=1













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