Office Administrator, Berkeley Center for Law and Technology (4263C), Berkeley Law - 56255
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.
At UC Berkeley, we believe that learning is a fundamental part of working, and our goal is for everyone on the Berkeley campus to feel supported and equipped to realize their full potential. We actively support this by providing all of our staff employees with at least 80 hours (10 days) of paid time per year to engage in professional development activities. To find out more about how you can grow your career at UC Berkeley, visit grow.berkeley.edu
UC Berkeley's School of Law is one of the nation's great centers for legal education, ever exploring and pushing new intellectual boundaries while tackling urgent, real-world issues. The law school is also known for its vibrant and engaged community of students and scholars who are committed to providing leadership and making a difference on problems of local, national and global import. Currently ranked among the top law schools in the country, the School of Law has ambitious development goals as it looks to continue producing leaders in law, government, and society.
The Berkeley Center for Law and Technology (BCLT) is a center within the UC Berkeley Law School and is widely recognized as providing the nation's #1 program in law and technology. Berkeley Law, which is one of the top law schools in the nation, is known for its vibrant and engaged community of students and scholars who are committed to making a difference on problems of local, national and global import.
The Office Administrator will provide front-line customer service and is the key response person for managing the day-to-day business activities of the Center, processes all BCLT's financial transactions, supports departmental budgeting, and a robust roster of student and community programs and events.
Application Review Date
The First Review Date for this job is: August 3, 2023
- Administers defined operational programs and activities for the Berkeley Center for Law and Technology (BCLT), which may include some of the following functions: finance, facilities, payroll, space planning, student services, human resources, communications, information technology, or safety.
- Under the direction of the Associate Director, the Office Administrator is responsible for the day-to-day coordination and administrative operations of the BCLT office. Tasks vary in scope and complexity and require high-level independence, self-direction, and decision-making with the ability to exercise independent judgment within defined guidelines and practices to determine appropriate action.
- Requires the ability to juggle conflicting priorities while maintaining a pleasant and respectful demeanor and remaining calm under pressure.
- Serves as the administrative point of contact and responds to all administrative and student inquiries on a daily basis, fielding email inquiries, and providing general, nuanced, and moderately complex information about the Center, its programs, student-focused initiatives including the certificate program, and our student groups.
- Maintains the calendars for BCLT internal and external events.
- Provides administrative support to the executive director, program directors, associate and assistant directors, and other team members as needed or requested. In addition to more complex tasks, duties may include copying, compiling materials, sending out announcements, updating mailing lists, and similar activities.
- Supports the Certificate program and other student-facing activities, and outward-facing events.
- Produces materials such as certificates for the IP & Technology Law Certificate Program, and nametags and related signage for events.
- Liaises with HR to coordinate the hiring and onboarding of student assistants to support BCLT, including coordinating and monitoring the duties of the student assistants as needed.
- Ensures that records, including financial reports and office files, and BCLT databases in Salesforce, CADs, and related systems, are current and accurate.
- Liaises with IT/Media/Facilities on program needs for student-facing events such as lunch talks and other activities held on-site and for day-to-day office needs, including meetings.
- In conjunction with other Center staff, assists in planning and administering all BCLT events.
- Performs additional duties within the scope of classification as assigned.
- Engages in professional development and training opportunities as needed.
- Supports all stages of vendor and contractor procurement and coordinates with BCLT staff and vendors/suppliers to receive required forms and documentation for purchases and reimbursement.
- Prepares purchasing, travel, and entertainment reimbursement requests.
- Ensures all budget approvals and backup documentation in support of all expenses and adheres to pertinent policies and procedures.
- Coordinates with Law and main campus Business Services to resolve problems and streamline processes and procedures.
- Tracks and maintains inventory and places routine orders to replenish supplies.
- Assists with fundraising logistics and administrative duties.
- Functions as a resource to the Executive Director and Associate Director on issues such as researching complex financial discrepancies escalated customer service problems, and vendor concerns.
- Assists with the mechanics of the fundraising process, producing and tracking invoices, payment follow-ups, and reporting.
- Liaises with BCLT's budget analyst to resolve issues relating to budget discrepancies and remaining fund balances.
- Assesses and recommends changes to maintain compliance with federal and state fiscal requirements and internal policies.
- Participates in the development and revision of the BCLT operating procedures and guidelines as required.
- Processes all invoices and reimbursements in BearBuy and researches and resolves vendor issues as required.
- Purchases all travel for faculty, invited speakers, and students and is responsible for all purchasing and reimbursements; Consults with internal and campus-wide financial experts on best practices in financial management and purchasing; Collaborates with internal resource experts to properly manage reimbursements and expenditures.
Facility Support and Coordination:
- Responsible for managing the law school office space at 1995 University Avenue, including collecting/distributing mail, interfacing with the building committee, facilities, and office services, and providing additional facility support as requested or needed.
- Gathers, analyzes, and maintains financial data on current programs and activities; Produces documents, reports, and analysis of programs and financial data as required.
- Knowledge of, or ability to learn, a variety of administrative operations activities including events planning, fundraising processes, website management, and finance and accounting.
- Working knowledge of administrative procedures and processes including word processing, spreadsheet, and database applications.
- Excellent computer skills, including proficiency with MS Office, Google G- Suite, iContact or other e-mail delivery platforms, and Zoom or other video conferencing platforms; Familiarity with Salesforce or other CRM systems; Ability to learn new computer programs and software systems.
- Solid communication and interpersonal skills to communicate effectively and diplomatically with all levels of staff, both verbally and in writing.
- Strong attention to detail.
- Solid organizational and time management skills and ability to multi-task within demanding timeframes.
- Ability to use discretion and maintain confidentiality.
- Ability to use sound judgment in responding to issues and concerns.
- Ability to work independently and proactively, as well as a team member, and to establish and maintain effective working relationships.
- Customer service oriented.
- Demonstrated commitment to and understanding of diversity, equity, inclusion, and belonging (DEIB), and ability to apply and integrate core concepts of DEIB into everyday practice.
- Must be 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.
- Must demonstrate a sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds present in our community.
- Bachelor's degree in related area and/or equivalent experience/training.
- Prior administrative and/or office management experience.
- Working knowledge of and/or ability to learn common campus-specific and other computer application programs, such as BearBuy.
- Basic to intermediate knowledge of Salesforce.
Salary & Benefits
For information on the comprehensive benefits package offered by the University, please visit the University of California's Compensation & Benefits
Under California law, the University of California, Berkeley is required to provide a reasonable estimate of the compensation range for this role and should not offer a salary outside of the range posted in this job announcement. This range takes into account the wide range of factors that are considered in making compensation decisions including but not limited to experience, skills, knowledge, abilities, education, licensure and certifications, analysis of internal equity, and other business and organizational needs. It is not typical for an individual to be offered a salary at or near the top of the range for a position. Salary offers are determined based on final candidate qualifications and experience.
The budgeted salary or hourly range that the University reasonably expects to pay for this position is $32.26 (step 4.0) - $34.51 (step 7.0).
- This is a 100% full-time (40 hours per week), career position that is eligible for full UC benefits.
- This position is non-exempt and paid bi-weekly.
- This is a hybrid position, eligible for 20% remote capability.
How to Apply
To apply, please submit your resume and cover letter.
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: http://ucnet.universityofcalifornia.edu/labor/bargaining-units/cx/index.html
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, please see the U.S. Equal Employment Opportunity Commission
For the complete University of California nondiscrimination and affirmative action policy, please see the University of California Discrimination, Harassment, and Affirmative Action in the Workplace
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=56255&PostingSeq=1
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