Job Requisition Number: 24434. The Programmatic Administrative Assistant position exist to provide the highest level administrative support to multiple faculty and Staff Directors within EECS as assigned. This includes, but is not limited to maintaining calendars and coordinating appointments with high-ranking university officials. Does advanced word processing and prepares reports, memos, letters and recommendations. Activities also include coordinating meetings; coordinating on-site and off-site conferences; participating as needed in events and meetings. May also make complex travel arrangements for faculty and numerous visitors. All of the above executed while maintaining confidentiality as necessary. This support position is focused on all programmatic support and not the research funding support done by the Research Support Assistant.
70% Programmatic Administrative Support:
•Supports and assists faculty members or Staff Directors in all aspects of center management and outreach. •Maintains calendars; reviews incoming mail and route, if appropriate, to faculty members or department units. •Prepares complex reimbursement documents. •Drafts, transcribes, proofreads, edits and maintains correspondence, reports and meeting minutes; responds to written inquiries; assists with the preparation, proofreading and editing of reports and proposals; maintains on-line and hard copy filing systems; screens, prioritizes, and follows up on phone calls; assists with PowerPoint and other formal presentations. •Organizes special projects – lectures, seminars, workshops, and events as assigned. •Provides office management services for the administrative offices associated with the faculty members. Maintains the photocopier and order supplies as needed; prepares orders for routine office supplies and low value purchases; prepares federal express mailings and send faxes as needed; and coordinates any other facilities management or purchasing services with the appropriate ERSO business services unit. •Plans and coordinates complex travel arrangements. •Assists other Program Support Assistants with their workload as assigned. •Serves as a back up to other Program Support Assistants in their absence. •Works closely with the Research Administrator, Research Support Officers, Research Support Assistants, and other Program Support Assistants to set common goals and work collectively to achieve team goals. •Maintains schedule of program related deadlines. •Makes required scheduling arrangements under minimum direction. •Makes routine changes to keep web pages updated on applicable sites. •Update data bases and spreadsheets as needed.
30% Conference, Meeting, and Workshop Planning:
•Manages the coordination, planning and execution of all research conferences; off site as well as on site conferences, seminars, workshops, and retreats; Provide comprehensive assistance to faculty members for meetings and conferences including making reservations, sending invitations, maintaining ever-changing lists of attendees; photocopying, printing and distributing communications or meeting materials; arranging catering, making travel and parking reservations, and processing invoices and reimbursements. •Independently develops and implements protocols for regular meetings and conferences on an on-going basis. Makes recommendations for streamlining the planning process. •Analyzes equipment needs and recommends procurement options. •Assists with public relations work including preparing mailings, gathering information and statistics, database entry, and on-line searches. •May attend Executive meetings for the purpose of taking, creating and then distributing notes or minutes.•A working knowledge of basic office procedures in all areas. •Demonstrated experience providing professional executive assistance and office services. •Well-developed organizational, coordination, and problem solving skills, as well as the ability to work under pressure and meet deadlines. •Proficiency in working with computer and information management systems: demonstrated competence in the use of spreadsheet and database in financial analysis, fiscal management and financial reports. •Proficiency with Microsoft Office Suite including Word and Excel, calendaring systems and the Internet. •Advanced word processing knowledge including mail merge, imbedded graphics and the ability to convert documents to PDF format. •Strong attention to detail and thoroughness in work product. •Effective verbal and written communication skills. •Advanced internet skills. •Able to independently perform routine assignments and refer unusual problems to supervisor. •Ability to work in teams and ability to work independently. •Ability to set priorities and meet regular deadlines. •Ability to interact effectively with faculty, staff, students, and industrial partners while demonstrating tact and diplomacy, and the ability to handle confidential information. •Interpersonal skills to maintain cooperative and effective working relationships. •Ability to research and resolve problems, follow through on projects and assignments. •Ability to use judgment to follow standard guidelines. •Willingness to learn and take direction. •Ability to communicate information effectively in verbal and written form. •Ability to interpret written policies as needed. •Ability to use judgment to solve problems. •Ability to work with supervisor to improve processes and create best practices; exercising discretion to solve non-standard problems; may consult with supervisor when problems involve new interpretation of policy. •Ability to set priorities and accomplish tasks, and make decisions and to propose and implement appropriate solutions. *Employment is contingent upon successful completion of a criminal background check.
The University of California was chartered in 1868 and its flagship campus - envisioned as a "City of Learning" - was established at Berkeley, on San Francisco Bay. Today the world's premier public university and a wellspring of innovation, UC Berkeley occupies a 1,232 acre campus with a sylvan 178-acre central core. From this home its academic community makes key contributions to the economic and social well-being of the Bay Area, California, and the nation.