Program Assistant (4722C) 11434

San Francisco
Sep 28, 2020
Institution Type
Four-Year Institution

Program Assistant (4722C) 11434 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: October 9, 2020

Departmental Overview

The Departments of Rhetoric, Film and Media, and History of Art are three distinct and distinguished academic units in the Division of Arts and Humanities, located in Dwinelle Hall and in Doe Library. There are currently 43 permanent faculty and 11 permanent staff across the departments. In addition, each department appoints a number of temporary academic staff, including lecturers, adjuncts, and GSIs. History of Art facilities include dedicated classrooms and a Visual Resources Center, which houses a large multi-purpose academic space; Film and Media facilities include dedicated classroom space, a film and video collection, production equipment, and is a member of the Digital Media Lab consortium.


Administrative Services
  • Serves as initial point of contact for students and visitors to the History of Art Department. Responds to in-person, telephone, and email inquiries, routing questions and requests to appropriate staff or faculty member.
  • Oversees office supply inventory and ordering, special orders, mail distribution/Fed Ex, mailbox updates, copier maintenance, building access (including card key access), office key inventory and distribution (including new key orders), bulletin board postings, and assigns tasks to work study student as needed. Responsible for ensuring that orders are placed in compliance with UC Purchasing regulations. Develops record keeping systems as needed for the department. Creates ad hoc reports on various matters. Maintains various department calendars.
  • Maintains event information and personnel updates on department websites.

Academic Program Support
  • Serves as backup to Undergraduate and Graduate Advisors, assisting with course scheduling and course evaluations as needed. In their absence, answers in-person and telephone inquiries regarding the undergraduate and graduate programs and departmental curriculum.
  • Works with faculty newsletter liaison to produce annual department newsletter; duties include soliciting and editing content, acting as liaison with newsletter designer.

  • Serves as preparer in BFS/BearBuy. Processes invoices and reimbursements and the addition of new vendors. Processes travel and entertainment related transactions, reviewing submitted charges for compliance with campus policies. Advises faculty and staff of these policies via posted instructions, emails, and written memos.
  • Processes departmental gifts and grants in the campus system for submission to University Relations or Sponsored Projects, coordinating the deposit of funds and the collection of necessary documentation such as donor correspondence and acknowledgements.

Equipment and Facilities
  • Responsible for equipment purchasing, maintenance and repair, inventory, and security. Maintains equipment records using the campus system. Reviews and prepares annual equipment inventory for approval by department Manager. Places service orders, reviews and updates service warranties, processes insurance forms, and provides security for all departmental equipment. Serves as key operator for the departmental copier. Contacts vendors (e.g., Xerox) as necessary to report issues and arrange service. Reports and requests facilities repairs as needed, interacting with the Library Building Manager office, Physical Plant, and Facilities Management, and follows through to job completion. Acts as the liaison with Classroom Central to report any classroom facilities problems and follows through to ensure problems have been resolved.
  • Working with the VRC, the AA is responsible for keeping updated inventory records of projector equipment. Orders supplies and repairs for projection equipment as requested by the VRC staff.
  • Serves as departmental safety officer and liaison with Library Building Manager and Library Safety Coordinator. Maintains departmental emergency supply kit and keeps a current list of all faculty and staff, their office assignments, and contact information.

Event Planning
  • Supports faculty, staff, and students in organizing and implementing small events or aspects of larger events. Events may include colloquiums, conferences, meetings, student-related events and activities. Establishes deadlines for event planning, identifies event venues, orders catering, and assists with scheduling.

General Assistance to the Department Manager
  • Assists the Department Manager with special projects, such as space reorganization/renovation, database maintenance, and researching campus resources/solutions for department issues.

Required Qualifications
  • Organizational and oral/written communication skills, as well as strong customer service and interpersonal skills
  • Ability to research and resolve problems independently, and follow through on projects and assignments in a timely manner
  • Ability to adapt to changing priorities, policies and technology, and possess the initiative to learn new methods and procedures to accommodate and institute these changes
  • Ability to prioritize work and pay attention to detail
  • Ability to learn other software as needed
  • Ability to manage sensitive and confidential information regarding administrative matters and students' academic records.
  • High School Diploma or equivalent training/experience.

Preferred Qualifications

Familiarity with or ability to quickly learn campus systems
Familiarity with or ability to quickly learn Berkeley Financial Systems, Equipment management System (BETS), Travel and Entertainment System
Experience with or ability to quickly learn UC policy and procedures.
Experience in higher education

Salary & Benefits

This is an hourly paid (non-exempt) position. Hourly rate will be commensurate with experience within the range of $24.90 (step 1.0) - $32.64 (step 13.0)

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

How to Apply

Please submit your cover letter and resume as a single attachment when applying.

Other Information

This is a part-time (20 hours per week), career position eligible for full UC benefits.

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:

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:

To apply, visit

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