Administrative Associate (4722C) - 59746 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

Interdisciplinary Social Sciences Programs (ISSP) is the administrative unit that oversees the interdisciplinary majors, minors and graduate programs within the Social Sciences Division of the College of Letters and Sciences at UC Berkeley. These programs consist of the undergraduate majors in Cognitive Science, Global Studies, and Political Economy, and minors in Global Studies (including the Human Rights Minor), Political Economy, and Global Poverty and Practice. In addition, there are currently graduate programs in Global Studies (MA), Political Economy (Designated Emphasis), Cognitive Science (Designated Emphasis), and a new Master's in Computational Social Science. The degree programs under ISSP provide an interdisciplinary approach to the study of the mind, and to the study of culture, society, economics, and government.

Accordingly, ISSP offers interdisciplinary core courses in Cognitive Science (COGSCI), Global Studies (GLOBAL), and Political Economy (POLECON). The degree programs also incorporate courses that many other departments at Berkeley offer, especially those in the Social Sciences. Each program offers students a rigorous, yet flexible, curriculum-while recognizing that learning takes place inside and outside the classroom.

This position performs and/or supervises one or more general and specialized clerical and administrative services essential to the operation of all University departments; and perform other related duties as required.

Application Review Date

The First Review Date for this job is: 10/10/2023

Responsibilities

Administrative Support:

Manage Front Desk:

Serve as first point of contact for office.
Respond to phone calls to main office line and redirect appropriately.
Under general direction of department manager, initiate, develop and manage day-to-day operations of the office.
Create, maintain and update administrative systems, record keeping processes, and materials distribution.
Make recommendations of changes to procedures, practices, and policies as necessary.
Prepares correspondence and other written materials for department management.
Edits and proofreads written materials for content consistency.
Maintain forms, produce flyers as needed.
Process and maintain telecommunications orders.
Determine need for general office equipment and supplies.
May participate in contract negotiation and the preparation of RFPs requiring some subject matter knowledge of the materials/services.
Monitor and coordinate service requests for copy machine and other office equipment.
Prepare and submit documents for reimbursement for travel and entertainment. etc., through assigned shared services unit and BearBuy.
Work with shared services financial unit to prepare or renew POs.
Use BearBuy or Blu-card to order supplies.
Reconcile Blu-card activity for unit.
Ensure that all proper procedures have been followed and all documentation is on file.
Maintain stock of standard office supplies and reorder as necessary.
Order keys as necessary through Facilities Services.
Serve as back up to department manager for key distribution.
Serve as back up to department manager regarding access to copying and computing facilities.
Serve as point person for departmental facilities requests and repair work orders.
Oversee general appearance and maintenance of shared departmental areas.
Assist with office renovation projects.
Oversees maintenance of bulletin boards.

Student Services:

Maintain various student and instructional information databases.
Compile statistics on programmatic events and student services.
Research information and issues when assigned.
Prepare reports, memos, and presentations using standard MS Office software.
In collaboration with advisors, update, edit and proofread brochures, handouts, and other informational material.
Design flyers and other materials for programs.

Course and Instructional Support:

Order and distribute text books for all terms for faculty and GSIs.
Manage course evaluation process and record keeping each term.
Manage collection and archiving of course syllabi.
Collect and post information on faculty and GSI office hours.
Collect and manage final exam and paper archive, including check-out process.
Purge final exams and papers on expiration date.
Manage Honors Theses archive.
Maintain student databases.

Other Duties as assigned:

Assist with annual events and conferences.
Collaborate with other staff on projects and assignments.
Assist unit manager with instructional and administrative reports.

Supervision:

May supervise student assistants.
Post positions, hire, train, schedule work hours according to workload, assign tasks to meet deadlines, review progress, assess performance, submit timesheets to payroll office.

Required Qualifications

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.
Ability to interact appropriately with a diverse and multi-cultural clientele.
Intermediate level of understanding of university and campus policies and procedures regarding student affairs, financial, and purchasing transactions.
High school diploma and/or equivalent experience/training.

Salary & Benefits

This is a 50% part-time (20 hrs a week) non-exempt career position, which is paid hourly and eligible for 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 salary or hourly range that the University reasonably expects to pay for this position is $28.44 (Step 1) - $33.34 (Step 8).

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

This is not a visa opportunity.

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, please see the U.S. Equal Employment Opportunity Commission poster.

For the complete University of California nondiscrimination and affirmative action policy, please see the University of California Discrimination, Harassment, and Affirmative Action in the Workplace 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=59746&PostingSeq=1

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About University of California, Berkeley

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.

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