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Administrative Officer (4263C)
University of California, Berkeley
Administrative Officer (4263C), Berkeley Law - 50353
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.
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.
UC Berkeley's School of Law is one of the nation's great centers for legal education, ever exploring and pushing new intellectual boundaries while tackling urgent, real-world issues. The law school is also known for its vibrant and engaged community of students and scholars who are committed to providing leadership and making a difference on problems of local, national and global import. Currently ranked among the top law schools in the country, the School of Law has ambitious development goals as it looks to continue producing leaders in law, government, and society.
The Advanced Degree Programs Office (ADP) is responsible for self-supporting degree programs at the School of Law, including the LL.M. and the J.S.D. degree programs. These programs attract sophisticated domestic and international attorneys. The Administrative Officer has responsibility for managing the day-to- day administrative services and operations of the unit, which involves a wide range of responsibilities.
The Administrative Officer provides front-office customer service and is the front-line response person on general applicant, admitted, and enrolled student inquiries, supports departmental budgeting, and has primary responsibility for program event planning. The position answers and triages numerous inquiries from applicants, admitted, and enrolled students on a daily basis, identifying crisis situations to be addressed quickly and/or escalated accordingly. The position processes all of ADP's financial transactions, including reimbursements to ADP staff and students, supply ordering, vendoring of new suppliers, and payments to vendors while adhering to law school and campus financial policies.
The Administrative Officer also creates Listserves and bCourses sites for communicating with our LL.M. and J.S.D. students. This position is on the front lines of student contact, functions with frequent interruption, and must have the ability to remain calm during stressful situations. The position additionally manages the calendaring of all ADP recruiting, admissions, and student services staff, and is one of our reviewers of video and online application submissions. The position also analyzes, reconciles, and processes payments for marketing and customer relations software, including Google and Facebook ads and Salesforce purchase orders.
Application Review Date
The First Review Date for this job is: March 28, 2023
- Serves as the first point of contact for the Advanced Degree Programs Office with duties to include, but not limited to, fielding telephone program queries, greeting visitors (students and others) to the office, answering and triaging email inquiries, coordinating student advisory appointments, and monitoring drop-in advising.
- Provides general, nuanced, and moderately complex information about each of the Department's four LL.M. degree programs and its J.S.D. program by email, phone, and in person, to prospective, admitted, and enrolled students.
- Reviews and rates prospective student video submissions as part of the application process.
- Refers customers to relevant print, online, and staff resources. Rates qualifications of walk-in prospective students and alerts recruiters to stellar candidates.
- Maintains calendar for ADP staff events (two yearly graduations, five orientations), prepares agenda for events, and assists in using the scheduling software for individual staff appointments with prospective and current students.
- Functions effectively with frequent interruptions in a busy environment while maintaining a pleasant and respectful demeanor and providing attention to detail.
- Coordinates and books staff and student travel.
- Supports members of the ADP team on administrative tasks including copying, compiling marketing materials, sending out announcements, updating student email lists, etc. Coordinates with other departments and campus support units on maintenance and other services such as IT, Business Services, and Mail.
- Liaises with HR to coordinate the hiring and onboarding of student assistants to support ADP.
- Coordinates and monitors the day-to-day administrative duties of the student assistants. May assign and delegate work to student assistants as needed.
- Manages payments to vendors on behalf of the office and student organizations, ensuring necessary approvals.
- Recommends improvements to ADP public outreach processes based on inquiries from prospective, admitted, and enrolled students.
Accounting and Budget Administration:
- Supports all stages of vendor and contractor procurement and coordinates with program staff and vendors/suppliers to receive required forms and documentation for purchases.
- Functions as a resource to the Assistant Dean on issues such as researching complex financial discrepancies escalated customer service problems, and vendor concerns; liaises with ADP's assigned budget analyst to resolve issues relating to budget discrepancies and remaining fund balances.
- Prepares purchasing, travel, and entertainment reimbursement requests, and communicates with Law and main campus business services to resolve problems and streamline future reimbursements.
- Prepares, submits and tracks purchase order requisitions; receives and submits invoices; tracks payout cycle; and proactively communicates with vendors/suppliers on payment expectations.
- Ensures all budget approvals and appropriate backup documentation is obtained for all expenses and adheres to campus and departmental policies and procedures. Partners with the Finance team at Berkeley Law as needed.
- Coordinates departmental credit card procurement program including timely compiling and preparing backup documentation and reconciling transactions in Berkeley Financial System (BFS). Partners with the Finance team at Berkeley Law as needed.
- Tracks and maintains supply inventory by checking stock periodically, anticipating needs, performing price comparisons, and placing orders, as needed.
- Places routine orders using the best and most expedient method (e.g., via Shared Services, BearBuy, purchasing card, etc.) to replenish standard supplies.
- Ensures that all necessary authorizations are obtained prior to placing orders. Serves as liaison to vendors and other campus service units, working with them for problem resolution, as needed.
- Gathers and analyzes financial and other resource data; prepares reports or analyses of operational activities, and evaluation of current and proposed services.
Event Planning and Event Coordination:
- Plans and coordinates student and alumni events including five student orientations per year, as well as two annual commencement ceremonies, Dean's Circle events, and other staff and alumni events; liaises with the Event Services Unit to garner their support where necessary.
- Ensures that events are planned within the department's budget and liaises with the Berkeley Law Business Office, campus partners, and all vendors as needed.
- Coordinates and executes event and meeting logistics including room reservations, catering, supplies, A/V, parking, registrations, and travel accommodations.
- Prepares meeting and travel itineraries.
- Produces the Executive Track Facebook, which includes all students' photos taken at orientation for the two Executive Track programs.
- Compiles materials for various orientations, graduations, and student adviser programs.
- Plans and oversees orientation breakfasts for students.
- Develops and implements protocols for regular meetings and events.
- Engages in professional development and training opportunities as needed.
- Performs additional duties within the scope of this classification as assigned.
- Knowledge of, or ability to learn, a variety of administrative operations activities such as events planning, fundraising processes, website management, and finance and accounting.
- Working knowledge in administrative procedures and processes including word processing, spreadsheet, and database applications.
- Solid organizational skills and ability to prioritize work and multi-task with demanding timeframes; Ability to effectively organize and execute numerous projects in a high-pressure, fast-paced environment.
- Solid communication and interpersonal skills to communicate effectively with all levels of staff verbally and in writing; Ability to maintain decorum and a high degree of quality communication between the various constituents served.
- Ability to provide excellent customer service when interacting with a diverse community and the general public. Must be able to handle complaints and requests in a professional and calm manner.
- Ability to use sound judgment in responding to issues and concerns.
- Solid computer skills and proficiency in Microsoft Office and common desktop/web applications, including Excel and Word, Google G-suite applications, and video conferencing platforms; Ability to learn and quickly adapt to new computer programs and software systems.
- Strong attention to detail.
- Ability to understand a broad range of information about the organization and give information about the same over the phone and in person.
- Ability to use discretion and maintain confidentiality.
- Ability to establish and maintain effective working relationships and be an effective team-oriented member of the unit.
- Demonstrated commitment to and understanding of diversity, equity, inclusion, and belonging (DEIB), and ability to apply and integrate core concepts of DEIB into everyday practice.
- Must be 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.
- Must demonstrate a sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds present in our community.
- Prior administrative and/or front office experience.
- Must be able to understand complex degree program requirements and communicate them accurately and professionally.
- Bachelor's degree in related area and/or equivalent experience/training.
- Working knowledge of and/or ability to learn common campus-specific, including the UC Berkeley Reimbursement System, Berkeley Financial System (which includes bluCard reconciliation and Supplier Registration), ConnexUC/Direct Bill Travel, and BearBUY, bCourses and other computer application programs, including DocuSign.
- Experience planning and/or coordinating events.
Salary & Benefits
For information on the comprehensive benefits package offered by the University, please visit the University of California's Compensation & Benefits website.
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 $30.16 (Step 3) - $32.26 (Step 6).
- This is a 100% full-time (40 hours per week), career position that is eligible for full UC benefits.
- This position is non-exempt and paid bi-weekly.
- This is a hybrid position, eligible for 20% remote capability.
How to Apply
To apply, please submit your resume and cover letter.
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, please see the U.S. Equal Employment Opportunity Commission poster.
For the complete University of California nondiscrimination and affirmative action policy, please see the University of California Discrimination, Harassment, and Affirmative Action in the Workplace 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=50353&PostingSeq=1
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