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Administrative Assistant, CNR (4723C) #23573

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 acceptance‚€”academic and artistic, political and cultural‚€”make 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: 7/31/2017
Departmental Overview
The Master of Development Practice (MDP) program (http://mdp.berkeley.edu) is a professional master degree program that prepares students for careers in the broad and evolving field of Sustainable Development. Housed in the College of Natural Resources, the MDP taps the expertise of top faculty from departments across the UC Berkeley campus. The two-year rigorous academic program integrates science, economics, policy and management, and combines classroom, workshop and project-based learning to build theoretical understanding and practical skills. Its 50-60 students come from the US and around the globe.
The College of Natural Resources serves society by generating and disseminating knowledge in the biological, physical, and social sciences in order to provide the tools both to protect the Earth's natural resources and ensure economic and ecological sustainability for future generations. It continues the University of California's historical land-grant mission, and committed to delivering real solutions to the state, the country, and the world.
Responsibilities
Under general supervision the Administrative Assistant works on operational and/or procedural assignments that are moderately complex, requiring the exercise of considerable discretion and independent judgment. She/he provides executive level support to the MDP faculty and program directors in managing program tasks, coordinating communications and assisting with various projects. Supports program faculty with class logistics and bCourses online course activities. Tasks involve the handling of confidential information. Makes recommendations to improve processes and/or procedures.
Responsibilities include:
Prepares admissions pages, coordinates site visits and informational meetings for prospective students, prepares documents for review by admissions committee using admissions management applications including Slate, and PeopleSoft SIS.
Updates admissions records and decisions in Slate.
Assists Graduate Advisor in the planning and execution of Admissions Committee Meetings and Spring Open House.
Applies specialized office software that may include Access, Smartsheets, or similar programs.
Applies somewhat complex Excel formulas, pivot tables, and similar functions to compile and analyze admissions data.
Processes payment requests to outside businesses/practitioners, honorariums, requests internal transfers to faculty for MDP teaching and enters reimbursement requests in Bearbuy.
Determines 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.
Initiates procurement transactions orders by researching and recommending vendors/prices/equipment and may identify substitutes.
Maintains inventory records and orders classroom and program supplies. Identifies and submits maintenance requests.
Schedules department courses in PeopleSoft SIS and requests classrooms using Berkeley's classroom request system.
Manages use of 311 and 211 Wellman Hall. Assists in classroom preparation for 311 space, AV needs, and reproduction of documents for academic purposes.
Leads process for development and implementation of the program's communication strategy, including communication with internal and external stakeholders using website, newsletters, listservs, and social media.
Works with department management to update/review/revise website, Facebook page and Twitter account to better communicate organization's mission, requiring substantive knowledge of organization's goals and objectives.
Provides executive support to Program Director(s) including conducting research, managing tasks, managing supervisor's calendar and record keeping for staff and MDP Executive Committee Meetings.
Makes travel arrangements, negotiating with hotels, etc. for best logistical arrangements for rooms for supervisor, other staff, students and outside speakers/lecturers.
Coordinates complex conferences/meetings/programs. Oversees administrative and logistical arrangements for events. Determines special room and equipment needs.
Creates marketing materials, including posters and flyers, and manages email promotion of events through MailChimp communications to MDP email list and campus partners.
Develops and maintains systems for program's data/document storage and access.
Required Qualifications
Knowledge/Skills:
Working knowledge in administrative procedures and processes including word processing, spreadsheets and database applications.
Highly developed verbal and written communication skills, active listening, critical thinking, and time management skills.
Strong interpersonal and work leadership skills to function effectively as a team member and to communicate effectively with all types of stakeholders.
Solid organizational skills and ability to multi-task with demanding time-frames.
Ability to use discretion and maintain confidentiality.
Preferred Qualifications
Previous experience with event planning and implementation.
Experience with graphic design software.
Experience with procurement systems.
Database management skills.
Salary & Benefits
$20.20 - $28.74 hourly commensurate with experience.
For information on the comprehensive benefits package offered by the University visit:
http://ucnet.universityofcalifornia.edu/compensation-and-benefits/index.html
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.
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:
http://policy.ucop.edu/doc/4000376/NondiscrimAffirmAct

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