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Job ID: 126418

Administrative Assistant (4722C) - 27333
University of California, Berkeley


Date Posted Jul. 24, 2019
Title Administrative Assistant (4722C) - 27333
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
    Fiscal Services
 
 


Administrative Assistant (4722C) - 27333


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 http://jobs.berkeley.edu/why-berkeley.html.

Application Review Date
The First Review Date for this job is: August 5, 2019

Departmental Overview
The Department of Economics is rated one of the top academic and research programs in the country and globally. It is one of the largest teaching departments within the College of Letters and Science with annual enrollments of over 10,000 students. The Department is comprised of 39.75 regular faculty and 19 emeritus faculty representing most of the major academic fields and current research. The Department consists of 130 graduate students, 1430 undergraduate student majors and 11 career staff. The graduate program remains one of the top rated worldwide and the top graduate program among public universities in the United States.

Responsibilities
The Clausen Center for International Business and Policy promotes path-breaking scholarly research, enhances teaching in the area of international economics and finance, and contributes to the policy dialogue on these issues. Professor Pierre-Olivier Gourinchas is the Clausen Center Director. Barry Eichengreen is the George C. Pardee and Helen N. Pardee Professor of Economics and Professor of Political Science at the University of California, Berkeley. He is a Research Associate of the National Bureau of Economic Research (Cambridge, Massachusetts) and Research Fellow of the Centre for Economic Policy Research (London, England).

The administrative assistant position reports directly to Professors Gourinchas and Eichengreen and oversees various administrative functions, including financial services, event planning, facilities, administrative tasks, and special projects. The position consults with the Professors on planning and policy and supervises a work-study position. Responsibilities include:

Administration - For the Clausen Center, the position oversees and coordinates day-to-day operations to ensure that technical and administrative services are being delivered well, in a timely manner, and in compliance with University guidelines. The administrative assistant represents the Clausen Center with outside visitors, guests and invited speakers. The position entails managing visitors' visiting schedule, managing a research seminar as well as an internal faculty/student lunch, making sure that the Clausen Center common spaces and visitor offices are properly maintained and supplied, assisting Clausen Center visitors, and making sure that they are reimbursed in a timely manner according to University guidelines. In addition, the Clausen Center position entails processing reimbursements (both inside and outside campus) for Professor Gourinchas and Professor Maurice Obstfeld. Lastly, for Professor Obstfeld, the position assists with teaching related and occasional research-related responsibilities, including maintaining a course and a research website.

In working with Professor Eichengreen, the position assists with teaching-related responsibilities, including updating websites, uploading grades, and managing student appointments; and with research-related responsibilities, such as hunting down library books and bibliographic details.

In assisting the Professors, the position acts as liaison with internal and external constituencies, monitors and fields requests for information, academic goals, and research interests. Liaison's with CSS in a variety of human resources (HR, payroll) activities. Serves as primary contact to visiting research affiliates, post-doctoral candidates, and visiting faculty. In all general administrative activities, the position decides on which tasks are assigned to work-study student and supervises that work.

Financial Management - Under the lead of the department budget officer, the position is responsible for fiscal management and analysis of the Clausen Center and Prof. Eichengreen's funding. This includes processing payments, working with UC systems such as BFS and Bear Buy, preparing regular financial reports, and solving financial reconciliation problems when they arise. The position will also act as a research administrator liaison with Campus Shared Services, which involves facilitating the work of Clausen faculty when gathering documents to apply for grants and when submitting documents to manage grants. Finally, the position processes travel reimbursements.

Event Planning - Independently coordinates event logistics for seminars, conferences, reading groups, and special events. Plans, organizes, and identifies real and potential event locations and vendors for catering, transport, supplies, registration, publicity, etc. Handles contract details, guest travel arrangements and determines and coordinates event staffing needs. Develops and implements event budgets, ensuring timely processing of all vendor payments, speaker honoraria, and travel reimbursements. Responsible for up-keeping websites ; Arranges and monitors media needs for events, prepares and disseminates written and visual materials related to events including programs, flyers, email announcements, e-advertising, website preparation, and press releases.

Facility Coordination - Administers facilities and space logistics including supplies and equipment needs, keys, building access, and coordinates with others in regard to space. Assesses IT needs, facilitates technical assistance and provides technical recommendations when needed.

Supervision - Hires, trains, supervises a work study assistant who provides general administrative support throughout the academic year.

Required Qualifications
  • Knowledge of fund accounting, financial services processes, policies and procedures.
  • Knowledge of University financial data management and reporting systems or equivalent knowledge.
  • Must be proficient in use of Microsoft Office and common desktop/web applications.
  • Must have strong interpersonal skills, analytical skills, excellent customer service skills, active listening, critical thinking, and attention to detail.
  • Ability to multi-task in a high volume work environment,
  • Must have strong organizational skills and sound judgment/decision-making with the ability to develop original ideas to solve problems.
  • Must have effective verbal and written communication skills.
  • Advanced knowledge of a variety of administrative operations activities such as event planning, website design, accounting and contracts and grants regulations and guidelines.
  • Demonstrated understanding of politically sensitive situations and the ability to collaborate with faculty, administration, and other stakeholders.
  • Ability to maintain confidentiality with sensitive information.
  • High School Diploma and/or equivalent combination of education/experience.


Salary & Benefits
This position is a non-exempt, bi-weekly paid position. Hourly pay for this role is commensurate with experience with the range of $24.17 - $32.40, Steps 1.0 - 14.0.

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

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

Other Information
This is a 75% time (30 hours per week) administrative assistant III position, with full UC benefits, that will be split between the Clausen Center (50%) and Professor Eichengreen (25%).

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 see: http://www.eeoc.gov/employers/upload/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://jobsprod.is.berkeley.edu/psp/jobsprod/EMPLOYEE/HRMS/c/HRS_HRAM.HRS_CE.GBL?Page=HRS_CE_JOB_DTL&Action=A&JobOpeningId=27333&SiteId=1&PostingSeq=1



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