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Job ID: 139670

Administrative Specialist, Direct Response Marketing (7376U) - 6174
University of California Berkeley

Date Posted Mar. 3, 2020
Title Administrative Specialist, Direct Response Marketing (7376U) - 6174
University University of California Berkeley
Berkeley, CA, United States
Application Deadline Open until filled
Position Start Date Available immediately
  • Professional Staff
  • Graphic Design/Marketing
    Administrative Support/Services

Administrative Specialist, Direct Response Marketing (7376U) - 6174

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: March 14, 2020

Departmental Overview

University Development and Alumni Relations (UDAR) strengthens Berkeley's excellence through engagement with alumni, parents, undergraduate and graduate students, and friends of the University, raising public awareness about Berkeley and increasing private philanthropy. UDAR provides overall direction for the campus' philanthropic advancement strategies and works to strengthen unit development in partnership with campus fundraisers. The Division handles a range of central activities and services encompassing communications, stewardship, prospect development, gift management, and more.

The Office of Annual Programs within the University Development and Alumni Relations department supports UC Berkeley's public mission to provide public education, research and public service by increasing financial support from alumni, parents, students, and friends. The office raises $14-$16 million annually and is responsible for engaging 26,000+ donors and volunteers. The goals of this office are to: 1) significantly raise the amount of discretionary funds for the Chancellor, deans, and program directors, 2) identify and cultivate new leadership and major gift prospects, 3) increase the number of annual donors, 4) engage, cultivate, and steward volunteers, and 5) instill a culture of giving among students and recent graduates. Programs include Direct Response Marketing, Parent Philanthropy & Engagement, Milestone & Next Generation Philanthropy, and Leadership Annual Giving.

Under the general guidance of the Director of Direct Response Marketing, the Administrative Specialist provides comprehensive administrative support to the Director and serves as the office manager for the team, which includes program managers who coordinate direct mail, email, texting, and crowdfunding campaigns, as well as a comprehensive call center. This team is charged with the task of coordinating annual fund efforts for the Chancellor and the campus. The Director oversees a full time staff of 13 employees with an annual operating budget of $3.5 million.


  • Provide comprehensive administrative support for the Director and the Direct Response Marketing team; facilitate communications between supervisor and a variety of constituencies including campus partners, vendors, University Development and Alumni Relations staff, senior university officials, trustees, and donors; greet visitors; perform light errands. Make travel arrangements; maintain calendar for Director.

Prepare Monthly Reports:
  • Run, save, post, and disseminate monthly fundraising reports for 13+ campus clients, and prepare other reports as needed.

Meeting Preparation:
  • Plan and coordinate team meetings and retreats, regular check-in meetings with campus partners and other complex and routine meetings for the Director; develop meeting materials; coordinate all meeting logistics including catering, audio visual needs, room scheduling, mailings, attendance rosters, nametags, briefing memos, etc.

Correspondence and Communication:
  • Initiate and draft complex and routine correspondence for signatures; proof and edit all outgoing documents for format, spelling, grammar, punctuation and content; follow up with campus partners and vendors on correspondence; receive calls for the department's information line and exercise excellent customer service skills, diplomacy, and care to assist with a variety of donor needs.

Office Management:
  • Ensure smooth flow of operations for fast paced, complex development team; develop team procedures and create new policies as required; independently resolve any operational problems and report outcome to the Director.
  • Scan and archive all direct mail and email pieces; maintain accurate and complete online and paper archive; create annual showcase of pieces that were mailed for each of 13+ campus clients in a given fiscal year; assist with proofing of direct mail pieces and data.
  • Prepare purchase and work orders; research payables and receivables and follow up on payment of outstanding invoices and reimbursements.
  • Coordinate all staff recruitment and onboarding processes for the team; prepare job descriptions and advertisements, and work with external advertising agencies or professional organizations to ensure proper ad placement; interface with human resources unit and outside temporary agencies.
  • Serve as primary contact person for all candidates during interview process representing high standards of department.
  • Coordinate training and onboarding of new staff.

  • Monitor departmental cost center reports; reconcile discrepancies and resolve differences with business office; in concert with Director prepare program budgets as needed.
  • Manage all office related administrative projects; maintain appearance of the office and ensure that it is presentable at all times; responsible for coordination of all office moves, including working with space planners and vendors; purchase furniture and oversee maintenance of all office equipment.

Special Projects:
  • Work on special projects as assigned, including assistance with a variety of events, retreats, planning and management of special meetings and conferences.
  • Assist in auditing and proofing marketing letters and data.

Required Qualifications
  • Comparable administrative and analytical experience, including proficient use of standard computer platforms and ability to learn additional programs.
  • Solid communication and interpersonal skills to communicate and work effectively with all levels of staff, donors, campus partners, and vendors, both verbally and in writing.
  • Solid organizational skills and ability to multi-task with demanding timeframes, knowledge of meeting planning and basic fundraising processes, accounts and receivables.
  • Attention to detail and experience in project management.
  • Working knowledge of common computer application programs (Microsoft office, including excel).
  • Ability to use discretion and maintain confidentiality.
  • Ability to use sound judgment in responding to issues and concerns.
  • Willingness to perform a range of tasks, from routine to complex.
  • A high degree of flexibility is required.

  • Bachelor's degree in related area and/or equivalent experience/training.

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 $33.53 - $34.49.

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.

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

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