Career Center

Administrative Assistant (4263C) 47436 About Berkeley

At the University of California, Berkeley, we are committed to creating a community that fosters equity of experience and opportunity, and ensures that students, faculty, and staff of all backgrounds feel safe, welcome and included. Our culture of openness, freedom and belonging make it a special place for students, faculty and staff.

The University of California, Berkeley, is one of the world's leading institutions of higher education, distinguished by its combination of internationally recognized academic and research excellence; the transformative opportunity it provides to a large and diverse student body; its public mission and commitment to equity and social justice; and its roots in the California experience, animated by such values as innovation, questioning the status quo, and respect for the environment and nature. Since its founding in 1868, Berkeley has fueled a perpetual renaissance, generating unparalleled intellectual, economic and social value in California, the United States and the world.

We are looking for equity-minded applicants who represent the full diversity of California and who demonstrate a sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds present in our community. When you join the team at Berkeley, you can expect to be part of an inclusive, innovative and equity-focused community that approaches higher education as a matter of social justice that requires broad collaboration among faculty, staff, students and community partners. In deciding whether to apply for a position at Berkeley, you are strongly encouraged to consider whether your values align with our Guiding Values and Principles, our Principles of Community, and our Strategic Plan.

At UC Berkeley, we believe that learning is a fundamental part of working, and 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 staff employees with at least 80 hours (10 days) of paid time per year to engage in professional development activities. To find out more about how you can grow your career at UC Berkeley, visit grow.berkeley.edu.

Departmental Overview

The Graduate School of Journalism at U.C. Berkeley is widely regarded as one of the top journalism programs in the United States. The School offers a two-year Masters of Journalism degree to an enrollment of about 120 students at a time. All students spend their first semester in an intensive course that teaches accurate, responsible deadline reporting and writing. During their remaining three semesters, students may specialize in print, video, documentary, photojournalism, audio or multimedia. The school's emphasis is on mastering a wide variety of techniques while learning the highest standards of responsible and enterprising journalism. There are 8 permanent faculty members in the School and many working journalists who serve as adjuncts and visiting lecturers. The School employs an average of 25 temporary and career staff members.

Our mission is to expand the worldwide impact of truth-seeking, fact-based and inclusive journalism by training the next generation of diverse journalists to become exceptional storytellers. Our reputation for world-class education is recognized globally. In 2021-2022 alone, Berkeley's faculty, students, and alumni were awarded, named as finalists, or nominated for 15 prestigious awards, including the Pulitzer Prize, the Student Academy Award for Best Documentary, The George Polk Award for National Television Reporting, the Online News Association's Student Journalism Award, the Guggenheim Fellowship, and more. And our students get great jobs at media outfits including the Wall Street Journal, New York Times, Washington Post, NBC, The Center for Investigative Reporting, and many more.

We live in a moment like no other, when the next generation of journalists can help restore American democracy by strengthening bonds of trust and credibility, bringing new voices, new leaders, and new cultural competencies to the field. If you want to be part of building the future of journalism, we want to hear from you.

Application Review Date

The First Review Date for this job is: January 18, 2023

Responsibilities

• Administers a defined operational program or activities which may include some of the following functions: finance, facilities, payroll, space planning, student services, human resources, communications, informational technology or safety. Manages supervisors' and executive's calendar, which requires negotiating time and place; Makes travel arrangements, negotiating with hotels, etc. for best logistical arrangements for rooms; Helps to prepare the Dean for meetings, including providing background information, talking points and briefing materials in advance.
• Gathers and analyzes financial and other resource data; prepares reports or analyses of operational activities, evaluates current and proposed services, etc; Conducts research in order to write reports and background memos.
• Develops and maintains budgets; submits and reconciles expense and travel reports; researching, ordering, and receiving office supplies/ equipment; ensuring travel and entertainment reimbursements occur; and securing the Dean's approval on expenditures, as needed.
• Collaborates and drafts in the preparation of responses to a wide variety of correspondence from routine to urgent divisional requests on behalf of the dean's office; Monitors email and responds to urgent requests, occasionally on evenings and weekends.
• Participates in the development and revision of standard operating procedures and guidelines. Creates briefing documents and reports for the Dean including info on deadlines and the status of pending issues; Participates in the management of filing systems, internal and external mailing processes; Ensure the dean's office and dean's lounge is fully supplied and cleaned and welcome visitors.
• Provides guidance to supervisors and managers in developing job descriptions, facilitating benefits communications, and providing guidance on compensation programs, personnel policies, and procedures.Responds to inquiries from faculty, staff, students, and the public on behalf of the Dean's office including with high level contacts of a sensitive nature, internally and externally, requiring discretion and diplomacy; Forwards situations and issues presented by staff, faculty, and external constituents to appropriate staff members for resolution.
• Conducts trend analyses and helps develop resulting recommendations; Oversees administrative and logistical arrangements for meetings, conferences, and ad-hoc committees on behalf of the Dean's office; Determines special room and equipment needs; Communicates efficiently with meeting participants by providing guidance and instructions.
• Assesses and recommends changes to maintain compliance with federal and state requirements and internal policies. Helps maintain efficient and effective systems for managing information, projects, and communications to ensure accurate and timely responses; Helps maintain a comprehensive database of initiatives and assignments, to include actions delegated; Keep team project management tool current in a fast paced environment.
• Planning, coordinating, scheduling and staffing various events originating from the Dean's office on nights and weekends, as needed.

Required Qualifications

• Ability to use sound judgment in responding to issues and concerns; Solid skills in problem identification and solution-oriented approach to issues or challenges that arise; Solid analytical / problem-solving skills. Demonstrated ability to analyze complex situations and propose viable solutions for leadership consideration.
• Advanced organizational skills to track complex projects and issues and successfully manage multiple delegations throughout the organization; Ability to multi-task and independently prioritize tasks and projects within demanding, and at times unpredictable, timeframes.
• Thorough knowledge of (or can quickly learn) common organization-specific processes, protocols, procedures and computer application programs including calendaring and productivity software, document-management applications and best practices in efficient online office management tools.
• Strong skills to communicate effectively with all levels of staff, faculty, alumni / donors, students and external constituencies, both verbally and in writing; Strong service orientation in methods and strategies for interacting with a variety of constituencies in a manner that is supportive of diversity, equity and inclusion goals of the School and campus.
• Political acumen and sensitivity to the differing perspectives and political circumstances within all levels of the organization including the Office of the Executive Vice Chancellor and Provost and the Office of the President and external constituencies.
• Ability to use high-level discretion and maintain the highest level of confidentiality; Ability to handle sensitive and potentially volatile situations with diplomacy and maintain composure under pressure.
• Requires availability on nights and weekends, as needed.
• Bachelor's degree in related area and / or equivalent experience / training.

Preferred Qualifications

• Knowledge of federal regulations pertaining to higher education such as FERPA.

Salary & Benefits

For information on the comprehensive benefits package offered by the University, please visit this UCOP link.

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 hourly range (stepped rates) that the University reasonably expects to pay for this position is $28.83 - $33.74.

How to Apply

To apply, please submit your resume and cover letter.

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

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 the EEOC poster.

For the complete University of California nondiscrimination and affirmative action policy see the UC policy.



To apply, visit https://careerspub.universityofcalifornia.edu/psp/ucb/EMPLOYEE/HRMS/c/HRS_HRAM.HRS_APP_SCHJOB.GBL?Page=HRS_APP_JBPST&Action=U&FOCUS=Applicant&SiteId=21&JobOpeningId=47436&PostingSeq=1









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