Program Coordinator (4722C), Haas Core Programs -
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: May 30, 2019
The Haas School of Business develops path bending leaders - individuals who redefine how we do business. Berkeley-Haas, the second oldest business school in the United States, educates 2,200 students each year in six degree-granting programs, and hundreds more through executive education programs. A team of 300 staff members support these students, faculty and alumni through work in areas that include Admissions, Student Services, Career Management, Administration, Development and Alumni Relations.
Berkeley-Haas offers opportunities to champion new ideas, collaborate across boundaries, and learn continually. Our culture is captured by Four Defining Principles (Question the Status Quo, Confidence Without Attitude, Students Always and Beyond Yourself) that distinguish Berkeley-Haas as a place to learnand a place to work.
To learn more about the Haas School visit: http://www.haas.berkeley.edu/haas/about/employment.html
International Business Development (IBD) Program Position Purpose:
The purpose of this position is to help with the student travel logistics and the overall administration of the IBD program - including the FTMBA IBD course in the spring and the EWMBA IBD course in the summer. This person will serve as the intermediary between the IBD student teams and travel agents, and ensure that all IBD student travel booked is within the University Travel Policy Guidelines. This person should also communicate with IBD project clients regarding student travel, as well as research and book project hotels using the University Travel Card when appropriate. This person will also prepare all reconciliation paperwork related to the student travel bookings, as well as document for each student team the totals paid related to student travel. In addition, this person will help with general IBD back-office duties, such as preparing invoices to send to project clients, managing the accounts receivable processes, and overseeing any necessary contractual activities between IBD program clients and the University. Finally, this person will assist the IBD Associate Director and the IBD Executive Director in the planning and execution of the annual IBD conference, usually held at Berkeley Haas in September of every year.
- Lead the IBD student travel booking process (international flights and accommodations). This includes coordinating with IBD project clients about student team travel, working with the travel agent to create draft itineraries for each IBD student team, working with IBD student teams to manage each team's overseas travel requirements, and using the University travel card for hotel bookings.
- Handle all paperwork associated with IBD travel bookings, invoices, and reimbursement from project clients.
- Interact directly with FTMBA and EWMBA students regarding their IBD travel plans, including explaining University travel policy to IBD students in the context of the IBD program.
- Implement travel policies and procedures that will benefit the IBD program and students.
- Assess and recommend any travel policy changes to maintain compliance with federal and state requirements and internal policies.
- Provide emergency triage as necessary for IBD student accommodations in order to ensure student health and safety while overseas.
IBD ACCOUNTING RESPONSIBILITIES:
- Prepare and send invoices to IBD clients, and track accounts receivable.
- Prepare purchasing, travel and entertainment reimbursement requests.
- Maintain a spreadsheet that shows costs associated with each IBD student team, including invoices sent, payments received, costs incurred, etc.
- Maintain up to date reporting in the Berkeley Financial System (BFS).
- Gather and analyze financial and other resource data.
- Prepare reports or analyses of operational activities, an evaluation of current and proposed services, etc.
- Assist with the IBD budget process and financial planning.
IBD MARKETING/EVENT PLANNING:
- Assist the IBD Associate Director as needed in the design and drafting of IBD marketing materials, including website content, promotional materials, and communication with IBD constituents.
- Assist the IBD Associate Director in the planning and execution of the annual IBD conference (usually in September).
IBD TEAM COLLABORATION:
- Report regularly on the status of IBD student travel, IBD client interaction (including issues of travel and payment), and any Berkeley Financial System (BFS) or accounting irregularities/issues.
- Meet once a week with the IBD Associate Director and IBD Executive Director to provide task updates, raise any issues or questions, and plan future IBD activities.
- Attend joint IBD faculty and staff meetings (weekly during the University spring semester, and as required during the rest of the year).
- Along with IBD faculty and staff, attend the weekly IBD FTMBA course during the University spring semester to assist and support IBD faculty, staff, and students.
- Work on special programs as assigned.
- Attend classes that will enhance expertise in job areas
- Participate in activities that enhance the campus community and/or larger community to further University service
- Maintain knowledge of IBD business processes in order to provide back up to other support staff.
- Join the UC Berkeley mentorship program.
- Two or more years of relevant experience or equivalent combination of education and experience.
- Must be able to communicate effectively both in writing and verbally.
- Advanced word processing, spreadsheet, database, and power point skills.
- Must be well-versed in software such as Microsoft Excel, Microsoft Word, and the ability to learn other software as required, such as Adobe Dreamweaver.
- Working knowledge of financial transactions and financial systems with experience in accounts payable and/or working with ledgers.
- Outstanding organizational skills and the ability to handle multiple tasks, set priorities, manage time efficiently and meet deadlines, and solve problems with demanding time-frames.
- Attention to detail and able to perform consistently and with a high degree of accuracy.
- Working knowledge of common campus-specific and other computer application programs.
- Solid communication and interpersonal skills to communicate effectively with all levels of staff, both orally and in writing.
- Ability to use discretion and maintain all confidentiality.
- Ability to use sound judgment in responding to issues and concerns.
- Capable of working independently and - most importantly - as a team member.
- Excellent interpersonal skills for working with various constituencies.
- Thorough knowledge of University rules and regulations, processes, protocols and procedures for budget, account and fund management, personnel management.
- Thorough knowledge of financial analysis and reporting techniques, human resources policies and procedures for staff and academic employees.
- Knowledge of a variety of administrative operations activities such as coherent email and phone communication, event planning, website design, and basic accounting.
- Knowledge of common University-specific computer application programs such as BAIRS & BFS.
- Interpersonal communication skills to include verbal and written, active listening, critical thinking, persuasiveness, advising and counseling skills.
- Strong skills in short term planning, analysis and problem-solving, and customer service.
- Experience working with MBA students.
- Experience booking international travel (flights and lodging).
- Experience with back-office processes, especially University level.
- Experience with or ability to quickly attain knowledge of the Berkeley Financial System (BFS) and
BAIRS, as well as the University's Connexxus/BCD Travel Portal.
Salary & Benefits
- Familiarity with global travel.
- A can-do attitude.
This is a non-exempt, bi-weekly paid position. Hourly pay will be commensurate with experience within the Union negotiated range of $23.47 - $27.51 / Steps 1.0 - 8.0.
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.
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
This is a Part-time, 20-hours per week, Career position. This role will offer full benefits, including, but not limited to: medical, dental, vision, FSA participation, vacation accrual, sick leave accrual and participation in the UC Retirement Plan.
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:
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=26904&SiteId=1&PostingSeq=1