Program Assistant (4722C), Presidents Postdoctoral Fellowship Program 12701

Location
San Francisco
Posted
Nov 09, 2020
Administrative Jobs
Technology, Analysts & Programming
Position Type
Postdoc
Institution Type
Four-Year Institution


Program Assistant (4722C), Presidents Postdoctoral Fellowship Program 12701 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: November 20, 2020.

Departmental Overview

The University of California President's Postdoctoral Fellowship Program (PPFP) reports directly to the Vice Chancellor for Equity & Inclusion (VCE&I) at UC Berkeley and the Vice Provost for Academic Personnel at the UC Office of the President. This program promotes the diversity of the UC faculty through support of talented postdoctoral scholars in all fields whose research, teaching, and service will contribute to diversity and equal opportunity at the University of California. The UC President's Postdoctoral Fellowship office supports many programs, including nine UC campus Chancellor's Postdoctoral Fellowship Programs and the national Partnership for Faculty Diversity.

The goal of the program is to provide research opportunity and career development for scholars whose work will enhance the diversity of the academic community at the University of California. Another anticipated outcome of these efforts is the cultivation of a welcoming and supportive environment at the University of California which enhances success, opportunities and advancement for President's and Chancellor's Postdoctoral Fellows, ultimately better serving the entire university community.

Responsibilities

General Administration:
  • Schedule meetings and events;
  • Manage general office space needs (including ergonomics needs); Develop and manage efficient workflow mechanisms;
  • Create and track electronic files; Act as the initial point of contact for phone and email inquiries about the Program;
  • Under the lead of the Assistant Director, the Assistant is responsible for processing payments, working with UC systems such as BFS and Bear Buy, reviewing and forwarding monthly departmental ledgers, and solving financial reconciliation problems when they arise;
  • preparing purchase orders, travel and entertainment reimbursements, processing invoices for payment, tracking financial transactions such as interlocation fund transfers, travel, supplies, food and beverages.

Event Planning and Staffing:
  • Under the direction of the Assistant Director, coordinate event logistic for annual program events, regular and ad hoc advisory committee meetings, and other activities such as work groups;
  • Handle contract details and requisition submissions, guest travel arrangements, catering, room reservations, transport, supplies, volunteers, set-up and clean-up, RSVPs, etc.;
  • Ensure timely processing of all vendor payments, speaker honoraria, and travel reimbursements; Assist with staffing annual off-campus weekend retreat and occasional evening events.

Communication:
  • Develop and track correspondence (including letters, reports and other communication tools) amongst and between offices, groups, and individuals;
  • Assist applicants, faculty, administrators, and program partners with setting up or navigating the PPFP application site;
  • Work with UCOP IT support to update and maintain program websites.

Information Gathering and Organizing:
  • Develop and maintain databases;
  • Follow-up on information requests;
  • Compile and develop reports and presentations.

Supervision:
  • Supervise and train undergraduate student assistants; monitor work schedules and office arrangements for student staff.

Other duties as assigned.

Required Qualifications
  • Ability to use discretion and maintain confidentiality at all times.
  • Ability to use sound judgment in responding to sensitive issues and concerns.
  • Ability to work independently, problem solve, set priorities, and take initiative in defining and executing tasks with attention to detail and accuracy.
  • Excellent interpersonal skills, team building skills, and analytical and problem solving skills.
  • Excellent oral and written communication skills.
  • Excellent organizational and time-management skills.
  • Experience providing administrative support to high-level management in a busy work environment, including maintaining calendars and schedules as well as planning events and booking travel.
  • Strong knowledge and demonstrated skill in a Windows-based environment, including Microsoft Word, Excel, and PowerPoint.
  • Demonstrated ability to work with diverse, multicultural work teams and constituents.
  • Demonstrated competence in the use of spreadsheets and databases in financial analysis, fiscal management, and financial reports.
  • General knowledge of or the ability to quickly learn UC travel & entertainment policies.
  • Some night and weekend availability for off-site events and meetings that occur outside the hours of 8am-5pm.
  • Some off-site travel may be required.

Preferred Qualifications

  • Experience with or the ability to quickly learn Berkeley systems - BearBuy, Campus Shared Services, and Connexxus.

    Salary & Benefits

    This is a non-exempt, biweekly paid position. Hourly pay will be commensurate with experience within the Union negotiated rates up to $27.93/Step 6.0.

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

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

    How to Apply

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

    Other Information

    This is a full time (40 hours/week) career position.

    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:

    https://www.eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.pdf
    For the complete University of California nondiscrimination and affirmative action policy see:
    http://policy.ucop.edu/doc/4000376/NondiscrimAffirmAct



    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=12701&PostingSeq=1





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