Data and Program Assistant (4722C) 15459

San Francisco
Feb 12, 2021
Administrative Jobs
Technology, Analysts & Programming
Employment Type
Full Time
Institution Type
Four-Year Institution

Data and Program Assistant (4722C) 15459 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: February 25, 2021

Departmental Overview

The Data and Program Assistant is the data information hub of the Biology Scholars Program. Reporting to the Deputy Director, the Data and Program Assistant assists in the development and management of the BSP student and alumni databases, including collecting, analyzing and synthesizing primarily quantitative data. The incumbent oversees BSP's database management tools and protocols, conducts data entry, produces and monitors surveys, supports program data requests, and assists with tracking and conducting program evaluation activities. The Data and Program Assistant ensures that the day-to-day data operations of the program and its facilities and systems run effectively and efficiently.


Data Management
  • Conducts all aspects of tracking, collecting, entering and retrieving BSP program data (e.g. BSP application, program participation, evaluation/research surveys, course attendance) in the BSP Filemaker database.
  • Provides and develops ways to gain access to data that are required to fulfill program reports, campus data requests, program evaluation activities, fundraising-related documents, research grants, funding proposals, and research papers.
  • Maintains liaison with UCB offices to secure student information, including working with SIS personnel to download student information from UCB student information systems.
  • Works with CSS IT and other UCB offices to monitor operability of database(s); identifies and resolves technical issues, keeps staff apprised of database technology and conducts trainings as necessary.

Administrative Program and Operations Support
  • Supports administrative maintenance of BSP's online and digital accounts. This may include online authorization, accessibility, and security requirements, including IT, database, website, social media, and listserv systems; Sets up and manages login and password requirements, website hosting, works with CSS IT and other UCB offices to troubleshoot and resolve issues.
  • Provides office reception support such as checking, responding to, and forwarding general program email, handling inquiries, assisting visitors, sending/receiving/distributing general program mail and deliveries to program staff
  • Provides administrative assistance to the Director and Deputy Director, including scheduling meetings/monitoring tickets, copying, filing.
  • Assists with course administration, as needed. This may include IT tickets, registration and roll, distribution of course entry codes, providing handouts and course information, collecting assignments, entering information digitally, and/or course set-up support.
  • Provides assistance to staff and students with requisitions, purchase orders, vendor payments, reimbursements, travel arrangements, and purchasing.

Office Facilities Support
  • Assists to manage the general maintenance of BSP's physical office space(s) and student room(s). This includes but is not limited to conducting inventory assessment, ordering, and receiving of furnishings, supplies, and equipment, facilitating card key access to students/staff.

Event Scheduling and Logistics
  • Supports the coordination of BSP event logistics, planning and management, including scheduling, facilities, catering, IT and audio-fisual requirements, registration, staffing, UCB and off-campus vendor involvement, etc.

  • Contributes to website and social media communications, such as postings and updates
  • Creates, distributes, and assists with generating online and printed program communications, including but not limited to: BSP newsletters, event information, emails, text messages, flyers, etc. utilizing software and current technology
  • Assists with maintaining internal communication outlets, including BSP shared events calendar and internal/staff email listservs
  • Assists in tracking publications and research papers, as needed
  • Other duties as assigned

Required Qualifications
  • Strong computer and technical skills. Ability to learn new systems and software.
  • Experience working with: Microsoft Office (Word, Excel, Powerpoint), Google Software Suite
  • Strong attention to detail
  • Demonstrated experience working and interacting effectively with diverse populations
  • Ability to handle sensitive/confidential information and good judgement, tact and discretion
  • Demonstrated excellent oral and written communication skills - with peers, students, alumni, faculty, and staff team
  • Capable of working independently with minimal direction, as well as collaboratively with and in support of other staff members in remote and in-person environments
  • Self-directed, takes initiative and willingness to take on new responsibilities
  • Ability to handle a high volume of work with accuracy, attention to detail and thoroughness, and maintain deadline
  • Demonstrated ability to proactively solve problems quickly and effectively
  • Willing to assume responsibility of office tasks - from basic to complex
  • 2 years professional work experience in a related field or equivalent experience/training required
  • Experience working with spreadsheets, Google Drive Suit, and Excel

Preferred Qualifications
  • Experience working with: Filemaker (or other) database, email listserve systems, social media
  • Ability to collect, analyze, interpret, and report quantitative and qualitative data
  • Capable of managing/juggling multiple priorities with frequent interruptions and shifting priorities
  • Ability to professionally represent the program and interface with individuals at all levels of the university
  • At least 2 years database management experience
  • Experience working at UCB or a comparable institution preferred
  • Experience working with undergraduate STEM students from historically marginalized populations strongly preferred
  • Experience working with or ability to learn UCB computer programs and Qualtrics survey software
  • Experience working collaboratively in teams in remote and in-person settings

Salary & Benefits

This is an hourly paid (non-exempt) position. Hourly rate will be commensurate with experience (stepped rates).

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/week), limited (temporary) appointment per CX.28.B.5.b:

The position into which the employee is hired is not an “ongoing” position, in that the position is established and funded for 18 months or less at any percent of time. In the event the position is funded beyond 18 months, the limited appointee shall be converted to career retroactive to the first of the month following attainment of 1000 hours; except that nothing in this subparagraph precludes the University from releasing the limited appointee prior to the effective date of the funding extension.

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:

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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