Director's Assistant (7385U), BAMPFA 12466

San Francisco
Nov 16, 2020
Institution Type
Four-Year Institution

Director's Assistant (7385U), BAMPFA 12466 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 27, 2020

Departmental Overview

The mission of the UC Berkeley Art Museum and Pacific Film Archive (BAMPFA) is to inspire the imagination, ignite critical dialogue, and activate community engagement through art, film, and other forms of creative expression. BAMPFA has developed an international reputation for its active and ambitious exhibition programs, as well as for the quality of its art and film collections and research resources. BAMPFA is an institution with a stellar history and an exciting future. For more information, visit our website

Job Summary

The new BAMPFA Director seeks an Executive Assistant at an exciting time of transition and opportunity. The Director's Executive Assistant provides high-level, confidential, executive support to the Director on a wide range of projects including staff-wide initiatives, Board and donor cultivation, programs and other topics as assigned. With a high degree of autonomy, the Executive Assistant manages the Director's Office, the Director's calendar, the Board of Trustee calendar and events, and special projects involving the Director. This is a unique opportunity to support the implementation of a new vision and work collaboratively across the institution with talented colleagues to achieve the museum's mission and goals.

  • Manages the Director's daily calendar, setting up and coordinating individual and staff meetings as requested by senior managers or the Director.
  • Functions as the gatekeeper, understanding the requirements of the Director, in order to prioritize issues according to urgency and to allocate time accordingly. Acts as a strong liaison between the Director and University Administration, high-level donors, museum and film professionals, artists, staff, and others in the arts.
  • Supports director's activities with high level of organization, detail and preparation with daily and weekly briefings with related materials.
  • With guidance from Director, responds to sensitive and important issues, and forwards situations and issues presented by board members, donors, staff, faculty and external constituents to appropriate senior staff members for resolution. Independently responds to inquiries from faculty, staff, students, and the public on behalf of the Director. Makes high-level contacts of a sensitive nature, internally and externally, requiring discretion and diplomacy.
  • Manages the creation and implementation of the Board of Trustee annual calendar, including meetings, retreats, social activities, and specified committee meetings. Staffs committees and serves as liaison for trustees, helping/assisting/working with them on any issue they raise. Partners with development staff to create and administer the annual trustee appeal. Composes and edits written documents for the Board leadership, such as agendas, summaries, reports, minutes, letters, directives, and visual presentations.
  • Manages and monitors projects the Director is involved in, identifies and gathers relevant data, maintains deadlines, reminds the Director of matters that require immediate attention, and offers assistance and analytical support. Researches and drafts letters and presentations as required. Assists Director with basic technical support.
  • Keeps the Director's office and files, both digital and hardcopy, neat and organized, filing documents and other materials for efficient retrieval. Screens and prioritizes incoming mail for Director's attention.
  • Oversees and ensures that daily operations run smoothly for the Director's office. Handles the details of a variety of matters on behalf of the Director. Implements related business processes, reimbursements and makes travel arrangements. Participates in the development and implementation of efficient and effective systems for BAMPFA, managing information, projects and communications.
  • Investigates issues and problems; drafts and prepares responses to urgent requests. Prepares confidential reports for senior staff, system-wide and other officials. Prepares responses to urgent divisional requests on behalf of the Director. Organizes ad-hoc committees appointed by the Director on a broad range of issues.

Required Qualifications
  • Previous experience performing administrative duties in a fast-paced environment.
  • Highly organized with demonstrated skill for planning and prioritizing
  • Political acumen and sensitivities to the differing perspectives and political circumstances within all levels of the campus.
  • Writing, editing, and proofreading skills.
  • Strong service orientation.
  • Ability to communicate effectively with all levels of staff, faculty, alumni/donors, students, and external constituencies, both verbally and in writing.
  • Strong skills in research, analysis, and complex problem solving.
  • Advising and counseling skills.
  • Ability to work flexibly and multitask with demanding timeframes.
  • Ability to use high-level discretion and maintain a high level of confidentiality.

  • Bachelor's degree in related area and/or equivalent experience/training.

Preferred Qualifications
  • Awareness of BAMPFA and its program goals or the ability to learn.
  • Experience working at a cultural organization.
  • Experience supporting the work of an executive officer.
  • Thorough knowledge of common campus-specific and other computer application programs or ability to rapidly learn these programs.

Salary & Benefits

This is an exempt, monthly paid position. The annual salary range of the position is $80,000.00 - $85,000.00, commensurate with experience.

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 full time career position.
  • Must be available to respond to urgent requests or queries from the Director and trustees outside of regular work hours. This will include working at home during non-work hours as needed.
  • Schedule may require coming in early or staying late for special events and meetings as needed.

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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