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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.
The Department of Materials Science and Engineering (MSE) is one of seven academic departments within the College of Engineering. At present the department has 19 core faculty members, 1 lecturer, 3 adjunct faculty, 12 emeriti faculty, 4 joint faculty (0 percent in MSE) from other departments who actively collaborate on teaching and research, and approximately 50 visiting faculty researchers and post-doctoral fellows. The student population includes approximately 172 graduate students and 145 undergraduate students. Additionally, Materials Science and Engineering administers and manages the Applied Science and Technology (AS&T) Graduate Program. AS&T is an inter-disciplinary program, with 64-affiliated faculty from departments across campus, and 64 graduate students.
This position is facilitate the functioning of our departmental administrative office. This position is designed to provide comprehensive customer service, administrative, communications, special project, marketing, development, funding, scheduling, HR, Academic personnel, and event management support to the MSE Department, particularly the Department Chair, the Manager and Student Services Staff.
Application Review Date
The First Review Date for this job is: October 24, 2022 - Open Until Filled
40% Provides welcoming, high-quality, and responsive receptionist support for the department and ensures that day-to-day department operations run smoothly. Associated responsibilities include, but are not limited to, answering phone calls, emails, and in-person inquiries, acting as the chair's assistant, scheduling meetings, maintaining calendars and mailings lists, reserving department rooms and AV equipment, updating directories, receiving and distributing deliveries, ordering parking permits, maintaining the copier, fax machine, and printers, distributing mail, supporting fellow staff members, managing office supplies, etc.
35% Responsible for planning, coordinating, and organizing all departmental events including, but not limited to, weekly seminars, faculty search visits, lecture series, commencement reception, career fairs, faculty retreats, open-house, orientation, workshops, poster sessions, department special-event receptions, etc. Associated responsibilities include, but are not limited to, contacting the speakers, advertising the events, making room reservations, making hotel reservations, making travel arrangements, processing travel, vendor, and entertainment reimbursements, ordering food, etc.
10% Create, maintain, and update departmental website, departmental newsletter, social media content and all other departmental communications, including working with the chair, staff, and faculty to gather materials. Compose, prepare, and proofread various memos, letters and flyers.
5% Processing UCPath entries for academic and ASE appointments such as hiring, merits, promotions, leaves, stipends, direct retros, administrative appointments, recruitment allowances transactions, etc.
5% Creates and processes financial journals for recharges, fund allocations, and cost-transfers. Tracks and processes payment for outstanding invoices. Follow up on any problems related to orders, invoicing and/or reimbursements. Provide timely submission of all reimbursement requests and invoices.
5% May supervise workstudy employee. Other duties as assigned and/or required.
Thorough knowledge of administrative procedures and processes including word processing MS Office (Word, Excel, PowerPoint), google email, calendar, drive, google suite, WordPress, Canva, Photoshop, spreadsheet and database applications.
Requires good verbal and written communication skills, active listening, critical thinking, multi-tasking and time management skills.
Skills in managing sensitive and confidential information regarding Academic Personnel and HR issues.
Ability to understand, interpret, and apply University rules, regulations, and policies.
Demonstrated ability to perform routine administrative functions (e.g. greet customers, answer inquires, answer telephones and field calls, etc.) Ability to work with diverse clientele using patience, tact, sensitivity and diplomacy.
Demonstrated ability to handle sensitive matters with discretion and tact, and to maintain strict confidentiality.
Has ability to gather, organize, and perform basic financial analysis assignments.
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 University of California was chartered in 1868 and its flagship campus - envisioned as a "City of Learning" - was established at Berkeley, on San Francisco Bay. Today the world's premier public university and a wellspring of innovation, UC Berkeley occupies a 1,232 acre campus with a sylvan 178-acre central core. From this home its academic community makes key contributions to the economic and social well-being of the Bay Area, California, and the nation.