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Department Assistant (4722C) 78687

About Berkeley

At the University of California, Berkeley, we are dedicated to fostering a community where everyone feels welcome and can thrive. Our culture of openness, freedom and belonging make it a special place for students, faculty and staff.

As a world-leading institution, Berkeley is known for its academic and research excellence, public mission, diverse student body, and commitment to equity and social justice. Since our founding in 1868, we have driven innovation, creating global intellectual, economic and social value.

We are looking for applicants who reflect California's diversity and want to be part of an inclusive, equity-focused community that views education as a matter of social justice. Please consider whether your values align with our Guiding Values and Principles, Principles of Community, and Strategic Plan.

At UC Berkeley, we believe that learning is a fundamental part of working, and provide space for supportive colleague communities via numerous employee resource groups (staff organizations). Our goal is for everyone on the Berkeley campus to feel supported and equipped to realize their full potential. We actively support this by providing all of our full-time staff employees with at least 80 hours (10 days) of paid time per year to engage in professional development activities. Find out more about how you can grow your career at UC Berkeley.

Departmental Overview

The Magnes Collection of Jewish Art and Life is a museum and research center at UC Berkeley dedicated to generating new knowledge and understanding of Jewish cultures through the preservation, study, and interpretation of its holdings for its academic and public communities. The Magnes envisions a society that seeks common ground while honoring cultural differences and embraces the diversity of Jewish life around the world.

Application Review Date

The First Review Date for this job is June 19, 2025

Responsibilities

• Performs accounts payable and receivable tasks, including purchasing in BearBuy, credit card reconciliation, payment of contractors and vendors, invoicing, and processing deposits for accounts receivable.
• Assists with fiscal close activities by organizing documentation, preparing reconciliations, and monitoring timelines under general supervision.
• Liaises with Lincoln Property Company and Facilities Services as the primary point of contact for building-related issues (repair, maintenance, etc.); staff or coordinate staffing of the building when maintenance or repair work is being performed.
• Applies knowledge of University systems, policies, and procedures to liaise between the Magnes and other campus administrative departments, such as Facilities, the Controller's Office, IT.
• Schedules meetings, prepares correspondence, and coordinates travel on behalf of the executive director with discretion and confidentiality, when needed.
• Monitors and maintains departmental communication channels, including mail, email, and main phone line.
• Determines need for and orders general office supplies and equipment. May participate in contract negotiation and preparation of RFPs requiring some subject-matter knowledge of the materials/services.
• Collaborates with the executive director and divisional budget officer to support the development of the annual budget, providing input and gathering necessary data.
• Administers recharge processes, including preparing recharge requests and verifying adherence to policies.
• Creates journal entries for building-related expenses as reported by Real Estate Services and Lincoln Property Company, ensuring accuracy and consistency.
• Maintains the chart of accounts by updating CF1s and CF2s to reflect current needs and priorities.
• Serves as a point of contact with the divisional budget officer to communicate updates on financial commitments and departmental reorganizations.
• Generates and compile budget reports for Magnes managers, using spreadsheet functions and software tools to provide data for ongoing needs and special projects.
• Assists in preparing budgets and financial components for contract and grant proposals, working with the executive director and/or curators to ensure accuracy.
• Coordinates facilities rentals for campus and external clients, including contracts, invoicing, and event staffing.

Required Qualifications

• Thorough knowledge in administrative procedures and processes including word processing, spreadsheet and database applications.
• Thorough knowledge of University rules, regulations, policies, processes, and systems (or comparable institutional knowledge).
• Thorough knowledge of University protocols and procedures for budgets and account/fund management (or comparable institutional knowledge).
• Good verbal and written communication skills, active listening, critical thinking, problem solving, multi-task and time management skills.
• Solid customer service skills.
• Ability to use discretion and maintain confidentiality.
• Interpersonal and work leadership skills to contribute to collegial and mutually supportive workplace.
• High school diploma or equivalent experience.

Salary & Benefits

This is a part-time (75%, 30 hours per week) career position.

This position is eligible for the full range of UC Benefits. For information on the comprehensive benefits package offered by the University, please visit the University of California's Compensation & Benefits website.

Under California law, the University of California, Berkeley is required to provide a reasonable estimate of the compensation range for this role and should not offer a salary outside of the range posted in this job announcement. This range takes into account the wide range of factors that are considered in making compensation decisions including but not limited to experience, skills, knowledge, abilities, education, licensure and certifications, analysis of internal equity, and other business and organizational needs. It is not typical for an individual to be offered a salary at or near the top of the range for a position. Salary offers are determined based on final candidate qualifications and experience.

The budgeted hourly range that the University reasonably expects to pay for this position is $29.63 - $42.44 (stepped rates).

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

This is not a visa opportunity.

How to Apply

To apply, please submit your resume and cover letter.

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.

Misconduct Disclosure

As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; received notice of any allegations or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

"Misconduct" means any violation of the policies or laws governing conduct at the applicant's previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, as defined by the employer. For reference, below are UC's policies addressing some forms of misconduct:

UC Sexual Violence and Sexual Harassment Policy
UC Anti-Discrimination Policy
Abusive Conduct in the Workplace

Equal Employment Opportunity

The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected status under state or federal law.


To apply, visit https://careerspub.universityofcalifornia.edu/psc/ucb/EMPLOYEE/HRMS/c/HRS_HRAM_FL.HRS_CG_SEARCH_FL.GBL?Page=HRS_APP_JBPST_FL&JobOpeningId=78687&PostingSeq=1&SiteId=21&languageCd=ENG&FOCUS=Applicant