Job Opportunity: Administrative Specialist


Job Title:  Administrative Specialist (4722C) Job #26022 – CITRIS
Location: Main Campus-Berkeley
Part-Time or Full-Time: Full-Time
Regular/Temporary: Regular

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About Berkeley

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

Application Review Date

The First Review Date for this job is:  12/4/18

Departmental Overview

The CITRIS Administrative Specialist plays a critical role in the successful day-to-day operation of CITRIS and provides support for the Institute Director, Program/Campus Directors, faculty, and staff to ensure the success of the institute and its research and development projects and activities.

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 a $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 Information School, the School of Architecture, Boalt 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.

This position provides a high level of administrative support to the CITRIS Director, CITRIS Deputy Director, Director of Finance and Administration and the Program Directors.  The position requires balancing multiple, often simultaneous, activities and the ability to prioritize work to ensure that tasks are completed on time.  The position also requires a high level of professionalism, strong interpersonal and communication skills, the ability to support and work in a dynamic environment, and a high degree of personal ownership to ensure quality work products are delivered and support activities are performed. This person will be arranging meetings and events which include high profile attendees and a significant level of confidentiality and decorum is required.


75%  Executive Support:
• Provides professional and administrative support to the center senior personnel.
• Maintains Institute Director’s calendar, reviews and routes, as appropriate, incoming mail, when needed.
• Arranges meetings for the CITRIS and the Banatao Institute Director and Deputy Director.  Some of these meeting include high profile attendees.
• Prepares reimbursement documents.
• Drafts, transcribes, proofreads, edits, and maintains correspondence, reports, and meeting minutes.  Responds to written inquiries.  Maintains online and hard copy filing systems.  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.

25%  Office Administration:
• Assists Director of Finance and Administration to ensure daily administrative operations run smoothly for the executive offices.
• Maintains office equipment as necessary, orders consumable office supplies as needed using BearBuy; prepares federal express mailings and send faxes as needed; and coordinates any other purchasing services with the appropriate Shared Services businesses services unit.
• Prepares Agendas for Director and Institute Meeting.

Required Qualifications

• Demonstrated skills to communicate effectively with all levels of faculty, staff, and visitors both verbally and in writing.
• High level of professionalism and decorum.
• Experience managing the calendar of a busy academic center Director.
• Experience organizing meetings with high profile attendees.
• Solid organizational skills and ability to multi-task to meet demanding timeframes and changing priorities.
• Ability to use discretion and maintain confidentiality.
• Ability to use sound judgment in responding to issues and concerns.
• Ability to prioritize work assignments.
• Ability to work efficiently and ensure timely delivery of work products.
• Customer service orientation.
• Ability to work independently, and work as a team.
• Experience with MS Office Suite (Word, Excel, Powerpoint, Visio) and database (CRM) programs such as Salesforce.
• Must be a self-starter, and exhibit initiative to proactively identify areas of need.
• Ability to interpret written policies as needed.

Preferred Qualifications

• Working knowledge of common campus-specific and other computer application programs.
• Advanced word processing knowledge including mail merge, imbedded citations, and graphics.
• Experience with UCB Policies (Entertainment, Purchasing, Event, Risk Management).
• Bachelors degree in related area and/or equivalent experience/training.

Salary & Benefits

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

*The salary range designated for this position:  $75,000 – $80,000; however, starting salary will be commensurate with experience.

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:

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