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Job ID: 126411

Program Assistant (4722C) - 27312
University of California, Berkeley


Date Posted Jul. 24, 2019
Title Program Assistant (4722C) - 27312
University University of California, Berkeley
Berkeley, CA, United States
Department N/A
Application Deadline Open until filled
Position Start Date Available immediately
 
 
  • Professional Staff
  • Administrative Support/Services
 
 


Program Assistant (4722C) - 27312


About Berkeley
The University of California, Berkeley, is one of the world's most iconic teaching and research institutions. Since 1868, Berkeley has fueled a perpetual renaissance, generating unparalleled intellectual, economic and social value in California, the United States and the world. Berkeley's culture of openness, freedom and acceptanceacademic and artistic, political and culturalmake it a very special place for students, faculty and staff.

Berkeley is committed to hiring and developing staff who want to work in a high performing culture that supports the outstanding work of our faculty and students. In deciding whether to apply for a staff position at Berkeley, candidates are strongly encouraged to consider the alignment of the Berkeley Workplace Culture with their potential for success at http://jobs.berkeley.edu/why-berkeley.html.

Application Review Date
The First Review Date for this job is: August 5, 2019

Departmental Overview
The Departments of Rhetoric, Film and Media, and History of Art are three distinct and distinguished academic units in the Division of Arts and Humanities, located in Dwinelle Hall and in Doe Library. There are currently 43 permanent faculty and 11 permanent staff across the departments. In addition, each department appoints a number of temporary academic staff, including lecturers, adjuncts, and GSIs. History of Art facilities include dedicated classrooms and a Visual Resources Center, which houses a large multi-purpose academic space; Film and Media facilities include dedicated classroom space, a film and video collection, production equipment, and is a member of the Digital Media Lab consortium.

Responsibilities
Academic Program Support:
  • Serves as backup to Undergraduate and Graduate Advisors. In their absence, answers in-person and telephone inquiries regarding the undergraduate and graduate programs and departmental curriculum.
  • Coordinates collection and collation of instructor course evaluations. Collects and posts course descriptions and office hours for both departments.


Purchasing/Accounting:
  • Processes departmental gifts and grants in the campus system for submission to University Relations or Sponsored Projects, coordinating the deposit of funds and the collection of necessary documentation such as donor correspondence and acknowledgements.
  • Provides general guidance to faculty on entertainment expenses and reimbursement procedures and policies.


General Office Assistance/Equipment and Facilities:
  • Responsible for equipment purchasing, maintenance and repair, inventory, and security. Places service orders, reviews and updates service warranties, processes insurance forms, and provides security for all departmental equipment.
  • Serves as key operator for the departmental copier.
  • Contacts facilities and vendors (e.g., Xerox) as necessary to report issues and arrange service.
  • Acts as the liaison with Classroom Central to report any classroom facilities problems and follows through to ensure problems have been resolved.
  • Serves as departmental safety officer.
  • Maintains departmental emergency supply kit and keeps a current list of all faculty and staff, their office assignments, and contact information.


Event Planning:
  • Plans and coordinates all aspects of the joint Film and Media and Rhetoric Commencement ceremony and reception.
  • Plans budget, reserves facilities, organizes student and faculty participation, prepares/orders programs, and hires catering services.
  • Coordinates with Faculty Planning Committee to select a Commencement speaker. Recruits and supervises student volunteers.
  • Supports faculty, staff, and students in organizing and implementing smaller events, such as colloquiums, conferences, meetings, student-related events and activities.
  • Creates flyers, sends announcements, identifies venues, orders catering, assists with scheduling, and coordinates visitor travel/accommodations/reservations.


General Assistance to the Department Manager:
  • Assists the Department Manager with special projects, such as space reorganization/renovation, database maintenance, and researching campus resources/solutions for department issues.


Administrative Services:
  • Serves as initial point of contact for students and visitors to the Film & Media and Rhetoric Departments. Responds to in-person, telephone, and email inquiries, routing questions and requests to appropriate staff or faculty member.
  • Oversees office supply inventory and ordering, special orders, mail distribution/Fed Ex, mailbox updates, copier maintenance, building access (including card key access), office key inventory and distribution (including new key orders), bulletin board postings, and assigns tasks to work study student as needed. Responsible for ensuring that orders are placed in compliance with UC Purchasing regulations Develops record keeping systems as needed for the department. Creates ad hoc reports on various matters. Maintains various department calendars. Coordinates rental of department space to outside groups.
  • Maintains event information, course descriptions, and personnel updates on department websites.


Required Qualifications
  • Organizational and oral/written communication skills, as well as strong customer service and interpersonal skills.
  • Ability to research and resolve problems independently, and follow through on projects and assignments in a timely manner.
  • Ability to adapt to changing priorities, policies and technology, and possess the initiative to learn new methods and procedures to accommodate and institute these changes.
  • Ability to prioritize work and pay attention to detail.
  • Ability to learn other software as needed.
  • Ability to manage sensitive and confidential information regarding administrative matters and students' academic records.
  • High school diploma and/or equivalent combination of experience/education


Preferred Qualifications
  • Familiarity with campus systems.
  • Experience with UC policy and procedures or equivalent experience.
  • Experience in higher education.


Salary & Benefits
This position is a non-exempt, bi-weekly paid position. Hourly pay for this role is commensurate with experience within the range of $24.17 - $31.00, Steps 1.0 - 12.0.

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.

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: 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://jobsprod.is.berkeley.edu/psp/jobsprod/EMPLOYEE/HRMS/c/HRS_HRAM.HRS_CE.GBL?Page=HRS_CE_JOB_DTL&Action=A&JobOpeningId=27312&SiteId=1&PostingSeq=1
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