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Job ID: 130703

Program and Data Assistant, Biology Scholars Program (4722C) - 1597 - 1597
University of California Berkeley

Date Posted Oct. 4, 2019
Title Program and Data Assistant, Biology Scholars Program (4722C) - 1597 - 1597
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

Program and Data Assistant, Biology Scholars Program (4722C) - 1597 - 1597

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: September 23, 2019

Departmental Overview

The Biology Scholars Program (BSP) is an academic program in the Department of Integrative Biology at the University of California, Berkeley (UCB). Its mission is to increase diversity in the sciences. 80% of BSP members come from under-resourced high schools, economically disadvantaged backgrounds and/or are the first in their families to attend college. The program provides these students with the guidance and support they need to succeed at UCB and go on to pursue higher education and science- related careers.

Over the last 26 years, the program has supported more than 3,200 UCB undergraduates and BSP alumni. Currently there are 450 undergraduates in the program. For more information, see


Administrative Support
  • Provides office reception and acts as office/administrative point-of-contact for the BSP
  • Answering phones
  • Checking, responding to, and forwarding general program email
  • Handling inquiries
  • Assisting visitor
  • Sending/receiving/distributing general program mail and deliveries to program staff
  • Responsible for maintaining internal communication outlets, including BSP shared events calendar and internal/staff email listservs
  • Provides administrative assistance to the Director and Deputy Director, including scheduling meetings/appointments, preparing applications, submitting/monitoring tickets, copying, filing
  • Assists with course administration, as needed. This may include IT tickets, registration and roll, distribution of course entry codes, providing handouts and course information, collecting assignments, entering information digitally, and/or course set-up support
  • Provides assistance to staff and students with requisitions, purchase orders, vendor payments, reimbursements, travel arrangements, and purchasing
  • Provides staff and students assistance with travel arrangements including booking travel with UC travel, ground transportation rentals, and accommodations
  • Oversees CalTime (timekeeping) system for BSP student employees
  • Other duties as assigned

Data Management
  • Works with Director, Deputy Director, and other program staff to provide and develop ways to gain access to data that are required to fulfill BSP's program and research goals and objectives, funding proposals, grant obligations, and research papers.
  • Coordinates all aspects of tracking, collecting, entering, and retrieving BSP program data (e.g. BSP application, program participation, evaluation/research surveys, and course attendance) in the BSP Filemaker database.
  • Maintains liaison with UCB offices to secure student information, including working with SIS personnel to download student information from UCB student information systems.
  • Works with CSS IT and other UCB offices to monitor operability of database(s); identifies and resolves technical issues, keeps staff apprised of database technology and conducts trainings as necessary

  • In collaboration with program staff, maintains and improves BSP's website. Handles website updates, online authorization, accessibility, and security requirements, including IT, database, website, social media, listserv systems, etc; sets up and manages login and password requirements, website hosting, works with CSS IT and other UCB offices to troubleshoot and resolve issues. As necessary, trains staff.
  • In collaboration with program staff, contributes to and maintains social media sites, e.g., Facebook, Twitter, Instagram, Linkedin, and provides training to staff, as necessary. Maintain general knowledge of social media use and trends.
  • Creates, distributes, and manages online and printed program communications, including newsletters, surveys, event information, emails, text messages, flyers, etc. utilizing software and current technology
  • Assists in tracking publications and research papers, as needed

Event Scheduling and Logistics
  • Oversees the coordination of BSP event logistics planning and management, including scheduling, facilities, catering, IT and audio-visual requirements, registration, staffing, UCB and off-campus vendor involvement, etc
  • Other duties as assigned

Program and Office Facilities Management
  • Manages the general maintenance of BSP's physical office space(s) and student room(s). This includes but is not limited to conducting inventory assessment, ordering, and receiving of furnishings, supplies, and equipment, facilitating card key access to students/staff
  • Oversees and manages the maintenance of BSP's telecommunications and computer systems
  • Manages communications for BSP offices/rooms and computer system facilities upkeep and repairs. Serves as communications point-of-contact. Duties include identifying and communicating issues with VLSB Building Manager, CSS IT, other appropriate UCB offices and off campus vendors
  • Responsible for initiating, preparing, submitting, monitoring, and closing BSP office and computer system facilities upkeep and repair inquiries and requests. This includes but may not be limited to: submitting tickets and work orders, purchasing, contractor agreements, and working with outside vendors

Required Qualifications
  • Strong computer skills and ability to learn new systems and software, including Microsoft Office (Outlook, Word, Excel, PowerPoint), Filemaker database, Google software suite, SPSS, email listserve systems, and some knowledge of social media
  • Ability to handle sensitive/confidential information and good judgment, tact and discretion
  • Strong interpersonal skills - experience working and interacting effectively with diverse populations
  • Capable of managing/juggling multiple priorities with frequent interruptions
  • Capable of working independently, as well as collaboratively with and in support of other staff members
  • Ability to collect, analyze, interpret, and report quantitative and qualitative data
  • Demonstrated excellent oral and written communication skills - with peers, students, alumni, faculty
  • Enthusiastic and strong customer service skills
  • Willing to assume responsibility of all office tasks - from basic to complex
  • Self-directed, takes initiative and willingness to take on new responsibilities
  • Ability to handle a high volume of work with accuracy, attention to detail and thoroughness, and maintain deadlines
  • Ability to proactively solve problems quickly and effectively
  • Ability to professionally represent the program and interface with individuals at all levels of the university

Preferred Qualifications
  • Experience working for UC or a comparable institution preferred
  • Minimum 2 years database management experience
  • Experience working with undergraduate students, alumni preferred
  • Experience with campus-specific shared computer programs, such as CalTime, or equivalent experience preferred
  • Demonstrated quantitative and analytical skills

Salary & Benefits

This is a non-exempt, hourly paid role, commensurate with experience

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.

Other Information

This is a temporary, part-time (30-hours per week) role with an approximate end date of 8/31/2020. This position will not convert to career status per CX.28.B.5.b.

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:

Mandated Reporter

This position has been identified as a Mandated Reporter required to report the observed or suspected abuse or neglect of children, dependent adults, or elders to designated law enforcement or social service agencies. We reserve the right to make employment contingent upon completion of signed statements acknowledging the responsibilities of a Mandated Reporter.

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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