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Job ID: 189806

Administrative Associate (4722C) - 38868
University of California, Berkeley


Date Posted Jul. 22, 2022
Title Administrative Associate (4722C) - 38868
University University of California, Berkeley
Berkeley, CA, United States
Department
Application Deadline Open until filled
Position Start Date Available immediately
 
 
  • Classified Staff
  • Administrative Support/Services
 
 


Administrative Associate (4722C) - 38868

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.

Departmental Overview

The Interdisciplinary Social Science Programs comprise one administrative unit, three undergraduate interdisciplinary group majors (Global Studies, Political Economy, and Cognitive Science), three undergraduate minors (Global Studies, Global Poverty and Practice, and Human Rights) and two graduate programs (Global Studies MA and the Political Economy Designated Emphasis). The unit sponsors course work for the majors, minors, and general campus with enrollments of several thousand annually. The programs serve approximately 1000 majors and other students on the Berkeley Campus interested in the department's courses. The department annually employs 25 teaching staff, 40-50 graduate student academic employees, 8-9 staff and 2-4 student employees.

The position provides comprehensive administrative support for the Interdisciplinary Social Science Programs in the areas of general administration, purchasing and reimbursements, facilities, student services support. This position serves as a resource and referral point for all visitors to the unit. The incumbent must juggle responsibilities involving support to advisors for student services, faculty and instructional support, and administrative duties such as financial and facilities support. This position is the first point of contact for both internal and external members of the campus community. May supervise student staff.

Application Review Date

The First Review Date for this job is: 07/22/2022.

Responsibilities

Administrative Support:

  • Manage Front Desk: Serve as first point of contact for office. Respond to phone calls to main office line and redirect appropriately. Under general direction of department manager, initiate, develop and manage day-to-day operations of the office.
  • Create, maintain and update administrative systems, record keeping processes, and materials distribution. Make recommendations of changes to procedures, practices, and policies as necessary.
  • Prepares correspondence and other written materials for department management. Edits and proofreads written materials for content consistency.
  • Maintain forms, produce flyers as needed.
  • Process and maintain telecommunications orders.
  • Determine need for general office equipment and supplies. May participate in contract negotiation and the preparation of RFPs requiring some subject matter knowledge of the materials/services.
  • Monitor and coordinate service requests for copy machine and other office equipment.
  • Prepare and submit documents for reimbursement for travel and entertainment. etc., through assigned shared services unit and BearBuy. Work with shared services financial unit to prepare or renew POs. Use BearBuy or Blu-card to order supplies.
  • Reconcile Blu-card activity for unit. Ensure that all proper procedures have been followed and all documentation is on file.
  • Maintain stock of standard office supplies and reorder as necessary. Order keys as necessary through Facilities Services. Serve as back up to department manager for key distribution.
  • Serve as back up to department manager regarding access to copying and computing facilities.
  • Serve as point person for departmental facilities requests and repair work orders. Oversee general appearance and maintenance of shared departmental areas. Assist with office renovation projects. Oversees maintenance of bulletin boards.


Student Services:

  • Maintain various student and instructional information databases. Compile statistics on programmatic events and student services. Research information and issues when assigned. Prepare reports, memos, and presentations using standard MS Office software.
  • In collaboration with advisors, update, edit and proofread brochures, handouts, and other informational material.
  • Design flyers and other materials for programs.


Course and Instructional Support:

  • Order and distribute text books for all terms for faculty and GSIs.
  • Manage course evaluation process and record keeping each term.
  • Manage collection and archiving of course syllabi.
  • Collect and post information on faculty and GSI office hours.
  • Collect and manage final exam and paper archive, including check-out process.
  • Purge final exams and papers on expiration date.
  • Manage Honors Theses archive.
  • Maintain student databases.


Other Duties as assigned:

  • Assist with annual events and conferences.
  • Collaborate with other staff on projects and assignments.
  • Assist unit manager with instructional and administrative reports.


Supervision: May supervise student assistants.

  • Post positions, hire, train, schedule work hours according to workload, assign tasks to meet deadlines, review progress, assess performance, submit timesheets to payroll office.


Required Qualifications

  • Thorough knowledge in administrative procedures and processes including word processing, spreadsheet and database applications.
  • Requires good verbal and written communication skills, active listening, critical thinking, multi-task and time management skills.
  • Requires interpersonal and work leadership skills to provide guidance to other nonexempt personnel.
  • Ability to interact appropriately with a diverse and multi-cultural clientele.
  • Intermediate level understanding of and/or ability to learn university and campus policies and procedures regarding student affairs, financial, and purchasing transactions.
  • High school diploma and/or equivalent experience/training.


Preferred Qualifications

  • Interpersonal and work leadership skills to provide guidance to other nonexempt personnel.


Salary & Benefits

This is a 50% full-time (20 hrs a week) non-exempt career position, which is paid bi-weekly and eligible for UC Benefits. Hourly pay for this role is commensurate with experience within the range of $25.65 (Step 1) - $28.77 (Step 6).

For information on the comprehensive benefits package offered by the University visit: https://ucnet.universityofcalifornia.edu/compensation-and-benefits/index.html

How to Apply

Please submit your cover letter and resume 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

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:

https://www.eeoc.gov/sites/default/files/migrated_files/employers/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://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=38868&PostingSeq=1


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