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Job ID: 130768

Special Projects & Executive Assistant (4168U) 1693 - 1693
University of California, Berkeley

Date Posted Oct. 4, 2019
Title Special Projects & Executive Assistant (4168U) 1693 - 1693
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

Special Projects & Executive Assistant (4168U) 1693 - 1693

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

Application Review Date

The First Review Date for this job is: October 1, 2019

Departmental Overview

The Center for Latin American Studies (CLAS) at UC Berkeley is an organized research unit dedicated to promoting research and community awareness about issues affecting Latin America.

The Center works to host public events that bring leading scholars, policymakers and social leaders to the Berkeley community; Support faculty and student research; Bring information about Latin America to a wider audience through our website and publications; Build networks among Latin Americanist scholars, students and practitioners.


The Center for Latin American Studies is currently seeking a Special Projects & Executive Assistant (Public Education Specialist III). This is a key position that ensures the smooth functioning of a particularly dynamic campus unit. This position will start ASAP.

The primary purpose of this position is to provide research support to the CLAS Chair, manage special projects in a variety of areas, and administrative support to the CLAS office. Assignments are received from the Chair and Vice Chair of CLAS. Assignments are verbal or written and are completed independently. Day-to-day operational decisions are made with minimal supervision. In addition, it is expected that the Executive Assistant apply extensive understanding of the program and the region to independent problem-solving and decision-making.

The Special Projects & Executive Assistant must have comprehensive detailed knowledge of the policies of the University in order to deal effectively and independently with Berkeley faculty, students, foreign scholars, and the general public. In addition, the Executive Assistant must have knowledge of the world area and at least entry-level professional knowledge of campus and information systems.

The Special Projects & Executive Assistant's responsibilities are divided into four main areas:

Support to CLAS Chair (50%)
  • Provides research assistance to the Chair
  • Works with Chair on special projects
  • Works with the CLAS Chair to set up an academic courses and prepares weekly lectures
  • Coordinates students in the Undergraduate Research Assistant Program (URAP)
  • Plans and coordinates travel for the Chair

Financial Administration (20%)
  • Processes payments for vendors and individuals who provide services related to a series of exciting programs, reimbursements for guest speakers, staff, faculty and students who incur expenses related to their participation in these programs
  • Transfers funds to other departments and faculty for co-sponsored events.
  • Processes reimbursements for CLAS staff.
  • Processes student funding awards.
  • Maintains accurate and complete records of financial transactions.

Program Support (15%)
  • Supports CLAS' public educational programs. Works with the Program Manager, Chair and Vice Chair to plan and carry out CLAS' public education program, which includes conferences, lectures, and cultural events.
  • Is present at public events to help ensure that they run smoothly.
  • As needed, collects collateral from events (images, video, etc.)
  • As needed, supports travel planning (flight and hotel reservations and payments) for CLAS guests.

Office Administration and other Responsibilities (15%)
  • Responsible for office reception, including drop-in, telephone, and e-mail.
  • Orders office supplies and purchases memberships, subscriptions, equipment, etc.
  • Prepares office for private meetings, including small purchases.
  • Responds to needs of Chair, Vice Chair, and other teammates as they arise.
  • These responsibilities will require interaction with high-profile guests.

Required Qualifications
  • Bachelor's degree in related area and/or equivalent experience/training.
  • Research experience
  • Strong written and oral communication skills; ability to communicate effectively in English
  • Excellent organizational skills, including skill with juggling multiple competing tasks
  • Knowledge of, or willingness to learn, university financial, travel, entertainment, and student award policies and practices
  • Ability to interact with broad range of individuals, including interpersonal skills to develop professional relationships with faculty and graduate students
  • Skills in using business software systems i.e. Google Suite, Microsoft Suite
  • Ability to occasionally work outside of traditional work hours.

Preferred Qualifications
  • Master's degree in related area and/or equivalent experience/training.
  • Knowledge of or interest in current events and developments in Latin America
  • Professional fluency in a Latin American language
  • Experience in Latin America
  • Knowledge of campus policies and procedures.
  • Experience as an executive or administrative assistant.

Salary & Benefits

Annual Salary Range: $50,400.00 - $62,000.00

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

How to Apply

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

Please contact for questions. No phone calls please

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:
For the complete University of California nondiscrimination and affirmative action policy see:

To apply, visit


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