Job Opportunity: Administrative Coordinator

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.

Application Review Date

The First Review Date for this job is: April 15, 2021. Apply now >

Departmental Overview

With support from industry and private gifts, the State of California has invested in the establishment of four Governor Gray Davis Institutes for Science and Innovation (GGDISI). As one of these institutes, the Center for Information Technology Research in the Interest of Society (CITRIS) is an $840 M university, industry, and government partnership charged with having, through its research in information technology, a highly visible, profound impact on the quality of life of the people, the growth of California-based industry, and the improved effectiveness of many agencies of the State.

CITRIS is a four-campus institute comprising the Berkeley, Davis, Santa Cruz, and Merced campuses of the University of California. In addition to the Colleges of Engineering on these campuses, numerous other academic departments (e.g., the School of Information, the College of Environmental Design, the School of Law, the Haas School of Business and many others) are involved in the research of the Institute. Berkeley is the lead campus for the institute and all operational, administrative, and financial matters for the Institute are provided or coordinated from that campus.

The Berkeley Education Alliance for Research in Singapore (BEARS) center is a University of California center for research, graduate education, and innovation with the goal of achieving an international reputation. BEARS serves as an intellectual hub for interactions between UC Berkeley researchers and their counterparts from universities, polytechnics, research institutes, and industry in Singapore and Asia. Initial collaborations have already been established with Nanyang Technological University (NTU) and the National University of Singapore (NUS).

Responsibilities

40% Executive Support: Provides professional and administrative support to the CITRIS Director and Executive Director, to include:

  • Maintains Director’s CITRIS and BEARS calendars. Reviews and routes, as appropriate, incoming mail.
    Arranges meetings for the Director and Executive Director. Some of these meetings include high-profile attendees.
  • Drafts, transcribes, proofreads, edits, and maintains correspondence, reports, and meeting minutes. Responds to written inquiries. Screens, prioritizes and follows up on phone calls.
  • Performs advanced word processing and desktop publishing and prepares and edits documents, including reports, memos, letters, and electronic mail, with Microsoft Office applications and other software programs.
  • Prepares travel and other reimbursements.

25% General Office Administration:

  • Ensures daily administrative operations run smoothly for the executive offices.
  • Maintains office equipment, as necessary.
  • Orders consumable office supplies as needed using BEAR BUY.
  • Prepares federal express mailings and send faxes as needed.
  • Coordinates any other purchasing services with the appropriate Shared Services businesses services unit.

25% Event and Meeting Support:

  • Assists events team on CITRIS-wide events and internal/external meetings.
  • Coordinates and prepares agendas for higher-level and general Institute meetings such as CITRIS all-staff, Chancellors’, and Advisory Board meetings.

10% Under the direction of the CITRIS Finance Manager assists in the preparation of financial journals and other basic financial tasks.

Required Qualifications

  • Thorough knowledge of 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.
  • High school diploma or equivalent experience required.

Preferred Qualifications

**Bachelor’s degree or equivalent experience preferred.

Salary & Benefits

For information on the comprehensive benefits package offered by the University visit:

https://ucnet.universityofcalifornia.edu/compensation-and-benefits/index.html

*Salary commensurate with experience.

Diversity Statement

Please include, as part of your application a brief (1-2 paragraph) statement on your contributions to diversity, equity, inclusion, and belonging in your professional experience.

Advancing diversity, equity, and inclusion are fundamental to our UC Berkeley Principles of Community, which states that “every member of the UC Berkeley community has a role in sustaining a safe, caring, and humane environment in which these values can thrive.”

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:

Click to access poster_screen_reader_optimized.pdf

For the complete University of California nondiscrimination and affirmative action policy see:
http://policy.ucop.edu/doc/4000376/NondiscrimAffirmAct

Apply now >