Office Manager (4722C) #22815
CEP Educ Guidance Center
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: 2/24/17
The Center for Educational Partnerships (CEP), a department within the Division of Equity & Inclusion, is the primary unit on the UC Berkeley campus charged with providing academic preparation, expanding educational opportunities, and ensuring access to higher education for low-income and educationally-underserved students.
CEP's Pre-College TRIO Programs provide low-income, first-generation-to-college students with the preparation vital for applying to and completing higher education. TRIO serves over 4,500 students in grades 6-12 by partnering with Northern California school districts and communities to assist students in academic development, retention, and college admissions. Programming includes residential summer sessions, weekend/evening trips, tutoring and workshops. Pre-College TRIO consists of Upward Bound, Upward Bound Math/Science and Talent Search.
POSITION OVERVIEW AND CONTROLS
The Office Manager (OM) provides administrative support to all three TRIO programs consisting of 12 full-time staff and seasonal advisers/faculty. The OM provides oversight for the following areas: office administration, procurement, event management, hardware/software management, recordkeeping/filing,reporting, and preparing written materials. Further, the OM is responsible for completing all duties within the context, policy and regulations surrounding the University of California (UC) and federal funding agencies.
The Office Manager reports to the Pre-College TRIO Program Director and receives assignments from two Associate Directors as well. The OM is expected to work with a high degree of independence and must possess strong professional and communication skills to interact effectively (verbally or written) with a diverse population, including staff, school site personnel, students, parents and UC vendors.
Office Coordination and Administrative Support (70%)
1.Oversees the daily administrative operations of the front office: greets visitors, screens, prioritizes, and follows-up on phone calls. Distributes incoming/outgoing mail. Provides professional and administrative support to program personnel and students.
2.Manages all business functions: procurement, accounts payable, travel and entertainment reimbursements, submittal of HR paperwork, and coordinates any other purchasing services with the appropriate Campus Shared Services (CSS) unit. Payment follow-up and reconciliation.
3.Organizes staff travel and event logistics, including booking of transportation, student accommodations, classroom and facility scheduling, catering, registration fees and timely payment of vendors. Schedules program activities and ensures delivery of goods/services to events.
4.Maintains inventory of cell phones, computers, keys and other equipment necessary for employment. Assists with student staff: assigning tasks, monitoring project progress and answering questions. Orders consumable office supplies; prepares federal express mailings and send faxes.
5.Prepares, proofreads and/or edits program documents and publications. Designs and updates materials such as college catalogue library, resource materials, brochures, publicity releases, advertising materials, quarterly program e-newsletter, monthly scholarship bulletins, current school site schedules and contact listings.
6.Maintains master calendar of TRIO program activities, staff calendars, and student staff schedules. Orders consumable office supplies. Prepares federal express mailings and send faxes.
7.Interprets university administrative policies and procedures for program staff to maintain compliance and improve office efficiency. The OM will serve as liaison with CEP administrative staff and Campus Shared Services (CSS} to ensure that business items are completed correctly and submitted in a timely manner.
Recordkeeping and Reporting (15%}
1.Maintains hard/soft-copy recordkeeping systems to be used for the control and retention of program correspondence and payments. Complies with 5-year office-of-record filing system for federally-regulated spending.
2.Assists Advisors with data entry of individual, up-to-date school site information into student database. Distributes information to enrolled participants and families regarding services, activities and events. Organizes quantitative enrollment data and activities for federal grant Annual Program Reporting (APR).
3.Direct, deliberate and professional communication with TRIO staff, CEP staff and clientele. Reports on administrative meetings and updates TRIO staff.
Information Technology (10%}
1. Serves as Key Operator of office equipment, replenishes supplies and arranges repairs and replacement of items to ensure efficiency and cost effectiveness. Coordinates office orientation sessions for staff and students on office procedures, office equipment usage, office supplies, and college advising resource materials.
2. Acts as liaison with CSS IT to schedule hardware/software troubleshooting, repairs, installations, upgrades, database and website maintenance and system updates. Schedules training sessions for staff on custom-built program database, computer software applications, campus email and hardware.
Other Responsibilities, As Assigned (5%}
1.Attends training on campus systems, technology and UC policies; gains knowledge of federal grant guidelines.
Attends staff meetings, retreats, professional development workshops and trainings.
2.Performs duties Special Projects as assigned by the directors.
3.Serves as Floor Safety Coordinator while TRIO office is located at off-campus office space. Maintains sign-in sheet of visiting clientele to ensure visitors are present after evacuation.
1. Demonstrated experience with organizational, task-oriented time management, analytical, problem-solving and general administrative/clerical skills. Solid organizational skills and ability to multi-task to meet demanding timeframes and changing priorities.
2.Must be a self-starter and exhibit initiative to proactively identify areas of need. Ability to prioritize work.
3.Strong technology and PC computing skills with demonstrated intermediate or advanced level expertise in Microsoft Office Suite (Word, Excel, PowerPoint, Visio, Project)
4.Excellent oral and written communication skills - demonstrated professional business writing and editing a must -- consistently provide attention to detail and accuracy.
5.Customer service orientation. Ability to develop collaborative professional working relationships with diverse populations, including staff, students, parents, and the university community.
6.Ability to work evenings and weekends, sometimes with short notice as assigned by the Director, to attend various year-round events and activities. Participate in overnight activities as assigned.
1.Experience with UC Berkeley administrative and business systems, such as BearBuy, BAIRS, Travel &
Entertainment System, and procurement policies (Entertainment, Purchasing, Event, Risk Management).
2.Experience with office desktop publishing applications (Publisher, Adobe inDesign, Photoshop, Illustrator}, database software, website design using software such as Drupal CMS or Blumen.
3.Knowledge of federal grant administration, procurement restrictions, budgeting and grant proposal writing.
4.Bi-lingual (Spanish, Mandarin and/or Cantonese, Southeast Asian languages) verbal and written skills.
Salary & Benefits
The hourly salary range for this position is $21.49 - $25.78.
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.
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.
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: http://www.eeoc.gov/employers/upload/poster_screen_reader_optimized.pdf
For the complete University of California nondiscrimination and affirmative action policy see:
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