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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.
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Berkeley is host to more than 2,500 visitors from other universities, colleges, research laboratories, and government agencies who conduct research using University facilities. The Visiting Researcher Scholar and Postdoc Affairs (VSPA) Program was established to accommodate scholars with a Ph.D. or equivalent degree to pursue their research and professional interests on the Berkeley campus.
The VSPA Program has six decentralized authorizing units: College of Chemistry, College of Engineering, College of Letters and Science, College of Natural Resources, and International and Area Studies. All other campus units are under the auspice of the central VSPA Program Office.
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Involves performing the administrative services or managing the full general operations of an academic or non-academic organization(s). Administrative services includes activities in finance and human resources and may also include IT, facilities, or student services. General management includes long and short range strategic planning in determining the mission and directing all activities of multi-disciplinary departments through subordinate management staff.
Oversee the application process for more than 4,000 affiliates per year.
Audit all applications for compliance with VSPA policy.
Supervise Help Desk and assist campus departments and service units with regard to policy clarification.
Provide training to staff designated as preparers and approvers.
Provide technical support via training materials to campus departments as needed.
Coordinate IS&T enhancements as needed.
Oversee University Services Fee through authorized use of CyberSource and provide settlement and credit functions.
Create HCM records to reflect University Services Fee.
Oversee reimbursement process for authorized purchases.
Arrange contracts with consultants and vendors and oversee payments to make sure they are in compliance with UC policies.
Oversee VSPA projected budget of more than $650,000 per year.
Coordinate data collection for more than 1,400 postdocs, 1,600 visiting scholars, and 500 visiting student researchers for use in various censuses, e.g., UCOP Postdoc Census, National Science Foundation Postdoc Census, and the National Research Council, as well as special requests for data from campus Colleges, Schools, and Departments, and other outside agencies.
Arrange for workshop logistics, e.g., secure classrooms and arrange for security.
Arrange audio-visual needs through Educational Technology Services.
Order refreshments and necessary permits, e.g., EHS food permit and UCPD alcohol authorization.
Create RSVP mechanism so as to create reports and documents, e.g., name tags, registration lists, etc.
Oversee appointment process for eligible postdocs and visiting student researchers.
Coordinate updates to the following program websites:
Berkeley Postdoctoral Association (BPA)
Berkeley Postdoc Entrepreneur Program (BPEP)
Postdoc Industry Exploration Program (PIEP)
Spousal Support Program (SSP)
Visiting Scholar and Postdoc Affairs Program
Review, edit, approve/disapprove messages for the following official broadcast systems:
Berkeley Postdoc Association Message Service
VSPA Message Service
Maintain appointments calendar for Director of the VSPA Program.
Coordinate career and professional workshop and special events so as not to conflict with events offered by the Graduate Division and the Career Center.
Assist campus services units, e.g., Cal 1 Card, The Library, CalNet, Housing and Dining, Berkeley International Office, Payroll, Benefits Office, etc., when affiliates experience problems with service delivery.
Respond to e-mails directed to the Director of the VSPA Program requesting a variety of information from affiliates, faculty, staff and outside agencies.
Supervise three student workers
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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.
Skill in managing sensitive and confidential information regarding bargaining unit issues.
High school diploma or equivalent experience
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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: