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Job ID: 136172

Administrative & Intake Coordinator (7376U)
University of California Berkeley


Date Posted Jan. 14, 2020
Title Administrative & Intake Coordinator (7376U)
University University of California Berkeley
Berkeley, CA, United States
Department N/A
Application Deadline Open until filled
Position Start Date Available immediately
 
 
  • Coordinator
    Other Administrative Categories
  • Administrative Support/Services
 
 


Administrative & Intake Coordinator (7376U)

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: January 24, 2020.


For full consideration please submit materials by Januray 27, 2020

Departmental Overview

The PATH to Care Center lead efforts to transform UC Berkeley into a community that is free of sexual violence, sexual harassment, intimate partner violence, and stalking through prevention, advocacy, training, and healing. We collaborate with the campus community to make social change with the goals of preventing, intervening in, and responding to harassment and violence, eliminating oppression, and creating the culture and environment we all aspire to and deserve.
The PATH to Care Center serves staff, faculty, students, and visitors to the campus. This confidential department is a new campus unit (5 years in operation) and is comprised of 12 full-time staff and a number of graduate and undergraduate student staff members and student leaders. The department is organizationally positioned within the Office of the Chancellor and the Division of Student Affairs.

Responsibilities
  • Works on sensitive issues, procedures, protocol, etc., as identified by Director, Associate Directors, or Project Policy Analyst.
  • Prepares correspondence and other written materials for department management requiring some specialized knowledge of the subject matter.
  • Edits and proofreads written materials for content consistency.
  • Compiles and arrays spreadsheets using subject-matter knowledge of the material to ensure data entry is consistent with the nature of the data, including survivor support call reports, vehicle logs, internal budget entry sheets, and data/event tracking.
  • Conducts research, complies and prepares materials through application of excel formulas, pivot tables, and similar functions.
  • Conducts trends analyses and helps develop resulting recommendations.
  • Assesses and recommends changes to maintain compliance with federal and state requirements and internal policies.
  • As directed, gathers and analyzes financial and other resource data; prepares reports or analyses of operational activities, evaluation of current and proposed services, etc.
  • As directed, develop and maintain PATH to Care Center budgets.
  • Will provide regular support to PATH to Care Center staff including running reports, resolving financial discrepancies, processing financial transactions and ensuring compliance with UC system-wide and UC Berkeley policies.
  • Regularly review, revise, and update PATH to Care Center website to better communicate organization's mission, organizational changes, and campus impact, requiring substantive knowledge of organization's goals and objectives.
  • Coordinates recruitment processes and assist in the hiring and onboarding process, including scheduling, coordinating on-site visits, entering and tracking Service Now tickets, and setup of workstation and onboarding schedules.
  • Acts as first point of contact for purposes of scheduling and calendar maintenance for the PATH to Care Center.
  • Maintains PATH to Care Center Director and Associate Directors' calendars, including day-to-day and long-term management of meetings, projects, and strategic priorities.
  • Supports the Director, Assistant Directors, and Project Policy Analyst in project management initiatives through application of specialized office software that may include Google Suite, Asana, Microsoft Suite, Box, or similar programs.
  • Assists the Director and Associate Directors in coordinating large, complex conferences, meetings, programs, and in-service trainings.
  • Provide day-of-support for PATH to Care Center events, programs, etc.
  • Provides guidance to Director, Assistant Directors, or Project Policy Analyst in developing job descriptions, facilitating benefits communications, and providing guidance on compensation programs, personnel policies, and procedures.
  • Supervises student administrative assistants' use of office software program application and office policies/procedures.
  • Oversees the ordering of general office equipment and supplies.
  • Will participate in contract negotiation requiring some subject matter knowledge of the materials/services.
  • Provides supervision and guidance to other student administrative assistants on procedures, practices, and implementation of policies, including those which are particularly complex.
  • Assists with completing transactional processes, including, but not limited to: travel reimbursements, entertainment and non-entertainment reimbursements, and purchase orders.
  • Administers defined operations/services which may include some of the following functions: finance, facilities, payroll, space planning, student services, human resources, communications, informational technology or safety to ensure office operations are functional.
  • Create, implement, and maintain office operations, policies, and procedures; ensure policies and procedures are being followed by PATH to Care Center staff.
  • Participates in the development and revision of standard operating procedures and guidelines.
  • Functions as a resource on issues such as researching complex financial discrepancies, escalated customer service problems and vendor concerns.
  • Provide front-line customer service to student, staff, faculty, and visitors including, but not limited to: answering main office phone; welcoming visitors; scheduling advocacy appointments, care coordination, and other urgent meetings; etc.
  • Provide front-line confidential and privileged, comprehensive, crisis intervention and support services to those that experience sexual harassment and violence, stalking, and intimate partner violence.
  • Address student, staff, faculty, and visitor concerns and crisis response to mitigate risk and triage high-level issues including, but not limited to, media requests, time-sensitive phone calls, survivor support, etc.
  • Primary manager of PATH to Care departmental email, calendar, and organizational systems.
  • Ensures any information collected, stored, or shared is in compliance with FERPA, confidentiality, and privilege, and any other related regulations.


Required Qualifications
  • Ability to gain knowledge of common campus-specific and other computer application programs.
  • Excellent verbal and written communication skills.
  • Ability to treat sensitive matters with discretion and tact, and maintain all confidentiality.
  • Excellent organizational, critical thinking, multitasking, and time management skills, including demonstrated strong attention to detail, ability to prioritize, exercise initiative, perseverance, and sound judgment while effectively executing multiple projects in a fast-paced environment.
  • Thorough knowledge in administrative procedures and processes including word processing, spreadsheet and database applications.
  • Strong interpersonal skills, including active listening, de-escalation strategies, and conflict resolution.
  • Demonstrated awareness of key concepts of inclusion and equity.
  • Ability to uphold center's values and successfully work across difference.
  • Demonstrated leadership skills to provide guidance to student staff.
  • Experience interacting with a diverse community and the general public in a service environment.
  • Experience managing and resolving issues and concerns in a professional manner.
  • Interpersonal skills, political acumen, and diplomacy skills to identify and respond to organizational needs.
  • Ability to work independently as well as in a team environment and establish and maintain effective and positive working relationships.
  • Must be able to maintain confidentiality within the bounds of applicable laws, regulations, policies, and professional codes.
  • Must be able to work non-business hours, including limited evenings and weekends as needed, to fulfill mission of position.
  • Bachelors degree in related area and/or equivalent experience/training.


Preferred Qualifications
  • Experience working in higher education.
  • Demonstrated experience and skills to effectively support individuals who have experienced distressing event.
  • Entry level experience and knowledge with effective peer counseling and crisis intervention strategies.
  • Experience developing and implementing new office procedures to promote efficiencies.


Licenses or certifications, if any:
  • California Certification for Sexual Assault Crisis Counselor Training (within 6 months of start date).
  • California Certification for Domestic Violence Advocates (within 6 months of start date).


Salary & Benefits

Salary is commensurate with experience. Hiring range is $26.00 - $30.00 per hour. For information on the comprehensive benefits package offered by the University visit:


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



How to Apply

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

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: http://www.eeoc.gov/employers/upload/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=4759&PostingSeq=1

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