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Program Assistant and Scheduler - Landscape Architecture and Environmental Planning

University of California, Berkeley
San Francisco

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Administrative Jobs
Technology, Analysts & Programming
Employment Type
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Program Assistant and Scheduler (4722C) - Landscape Architecture & Environmental Planning (LAEP)/Center for Environmental Design (CED) 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.

Departmental Overview

Landscape Architecture & Environmental Planning (LAEP), one of three academic departments within the College of Environmental Design (CED), involves the planning, design, management, and nurturing of built and natural environments. With their unique skill set, landscape architects work to improve human and environmental health in all communities. They plan and design parks, campuses, streetscapes, trails, plazas, residences, and other projects that strengthen communities.

But far beyond physical applications in design, award-winning LAEP faculty focus on research, teaching, and professional practice of the highest caliber to offer robust undergraduate, master's level and PhD programs that offer a breadth of training in history, sustainability, social justice, and climate change & resilience, based on the rigorous foundations of environmental sciences & data-driven technologies (e.g., remote sensing, geographic information systems).

Application Review Date

The First Review Date for this job is: 1/19/22 - Open Until Filled


35% Academic Course Scheduling:
  • Responsible for creating a viable academic course schedule, including instructor and room assignments for each semester in accordance with University timelines.
  • Consults with the Chair and MSO on need for lecturers and GSIs, as well as summer course instructors; consults with program committee Chairs on special needs for courses and coordinates ordering of course textbooks and readers.
  • Schedules all courses in DB2; manages course enrollments, waitlists, and course restrictions; prepares the CSIR report and ensures it accuracy.
  • Maintains all course materials, i.e. course descriptions and syllabi; posts course descriptions for students on departmental bulletin board and ensures their posting on the web.
  • Processes student petitions for schedule changes as requested.

Curriculum Planning:
  • Maintains a multi-year teaching matrix, based on courses taught and faculty assignments.
  • Serves as a liaison between the Committee on Courses of Instruction (COCI) of the Academic Senate and the Department.
  • Manages the entire course approval process for the Department; advises Chair and faculty on COCI policies and processes; prepares course approvals and course changes for approval by the Chair and the Dean of the College; shepherds course approvals through COCI.
  • Updates and edits all course changes in printed materials and online program statements.
  • (program statements, CED Announcement, General Catalog) for the Department, the College, and the University.
  • Schedules and attends Curriculum Committee meetings and maintains database of Curriculum Petitions.

Grade Processing:
  • Informs faculty of midterm and final grade deadlines; manages the submission and processing of grades; maintains final course reports for the Department.
  • Advises faculty and students on University policies on grade changes; processes all grade changes.
  • Acts as a liaison between the Office of the Registrar and the Department on all matters regarding grades.

Course Evaluations:
  • Prepares, compiles, and tabulates all course evaluations and departmental averages by semester.
  • Responsible for management of course evaluations for the Department.

25% Administrative Duties:
  • Serves as initial point of contact for visitors to the department; handles routine queries from faculty, students, staff and visitors; answers telephone and email queries, and, if necessary, forwarding questions/request to appropriate staff member.
  • Ensures departmental mail and deliveries are picked up and distributed properly and in a timely fashion.
  • Oversees and ensures daily office operations run smoothly.
  • Primary processing of reimbursements, purchase requests, including follow up with various central campus departments and disbursements.
  • Serves as key coordinator for the department and keeps records.
  • Serves as safety coordinator for the department as a member of the CED safety committee.
  • Collects,updates and edits materials for department's accreditation and program reviews as requested.
  • Keeps inventory and purchases office supplies for department; manages vendor payments, including honoraria, prepares purchase orders.
  • Establish and keep up social media network for LAEP, using LinkedIn, FaceBook or other, to communicate with alumni. Collaborates with CED's External Relations Office as appropriate.
  • Updates website as requested.

Chair's Assistant:
  • Prepares responses to routine correspondence.
  • Manages the chair's calendar, which may require negotiating time and place.
  • Functions as gatekeeper, in order to prioritize issues according to urgency and to allocate time for scheduled events, travel, meetings.
  • Assists chair with special projects, report preparation, data collection, summarizes issues and provides background information.

20% Undergraduate and Graduate Student Support:
  • Assists in the administration, evaluation and awarding of student fellowships, grants, scholarships and other prizes and awards.
  • Processes DSAS awards and payments.
  • Responsible for managing departmental Prizes & Awards, including announcements, coordinating review of submissions, implemention of awards.

15% Event Management:

Organizes various departmental and college events with other staff; makes suggestions for venues and communicates with outside vendors; manages the budget and arrangements; corresponds with participants as needed.
  • Makes travel and hotel arrangements for departmental visitors, which may include negotiating with hotels, etc., for the best logistical arrangements.
  • Assists with administrative and logistical arrangements for conferences.
  • Keeps a departmental schedule of events; creates and makes announcements on events to department, college and alumni lists.
  • Coordinates room/space scheduling for events.

5% General front-office support and administration, which includes greeting or assisting visitors or guests, daily mail delivery processing, managing keys, parking passes, and basic office supply management and replenishment. Orders office supplies as needed using campus purchasing system, BearBuy; or, submits requests for payments, purchases, or reimbursements (travel, entertainment, or non-T&E) using ERSO intranet system. Provides expertise and assistance to faculty and graduate student assistants in need of general administrative direction and/or support (e.g., copier help, reimbursements, CONNEXUS, etc.).

Required Qualifications
  • Excellent computer skills, including use of Microsoft Office Suite; proficiency with or capability to quickly learn multiple UC programs including SIS, CalCentral, OfficeTracker, BearBuy, ERSO intranet, etc.
  • Strong service orientation.
  • Political acumen and sensitivities to the differing perspectives and political circumstances within all level of the campus.
  • Analytic, problem-solving skills.
  • Strong skills to communicate effectively with all levels of staff, faculty, alumni/donors and students, both verbally and in writing. Ability to edit documents.
  • Ability to multi-task with demanding time-frames
  • Ability to use high-level discretion and maintain high level of confidentiality.
  • Ability and willingness to work independently and as a team to produce the best results for the organization.
  • Timeliness and accuracy.
  • Demonstrates good judgment in selecting methods and techniques for obtaining solutions

Preferred Qualifications
  • Thorough knowledge in administrative procedures and processes including word processing, spreadsheet and database applications.
  • Requires good verbal and written communication skills, active listening, critical thinking, multi-task and time management skills.
  • Requires interpersonal and work leadership skills to provide guidance to other nonexempt personnel.
  • Knowledge, experience with computer -based design programs.
  • Ability to work with websites.

Salary & Benefits

For information on the comprehensive benefits package offered by the University visit:
    The hourly salary range designated for this position: up to $29.40; however, starting salary will be commensurate with experience.

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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