Faculty Assistant - PFACT (4722C), Haas School of Business - 41829 About Berkeley
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Departmental Overview
UC Berkeley's Haas School of Business offers a unique opportunity to champion new ideas, collaborate across boundaries, and continually learn in a workplace committed to increasing diversity and creating a welcoming environment for all. Our distinctive culture is captured within our four Defining Leadership Principles: Question the Status Quo, Confidence Without Attitude, Students Always, and Beyond Yourself. These principles distinguish Berkeley Haas as a unique environment, conducive to teamwork, collaboration, and career growth.
For more information about the Haas School of Business visit: https://haas.berkeley.edu/about/
The faculty assistants are essential to the Faculty mission of the Haas School of Business. This position is one of eight administrative assistant roles directly supporting the top academics in the country. The eight faculty assistants serve as first points of contact for requests related, but not limited to, administrative, instructional and research support. Faculty Assistants work in a hybrid (onsite and remote) fashion.
Application Review Date
The First Review Date for this job is: 09/12/2022.
Responsibilities
SHARED WORK ENVIRONMENT SUPPORT:
Under minimal supervision, provide a variety of Faculty Support Unit service duties including, but not limited to, the tasks described below:
Schedule and coordinate the use of a complex shared Professional Faculty Suite with assigned office space and open workstation seating. Provide reception, welcoming and orienting services to new instructors. Maintaining a current list of professional faculty using shared space for each semester, and communicating with Haas service providers to revise and adapt space use guidelines. Contribute to developing an ongoing space usage improvement effort shared by Haas service providers.
FINANCE AND PURCHASING SUPPORT:
Submit complete and organized information/required documentation to the campus business service unit to ensure timely and accurate processing of purchases, payments and reimbursements.
Acts as a liaison between faculty and Berkeley Regional Services (BRS). Create purchase orders for independent contractors and vendors. Track paperwork submitted for individual faculty for travel and entertainment reimbursements. Manage purchase and payment requests with Haas business services and BRS. Comply with current purchasing and reimbursement policy as governed by the UC Office of the President. Reconcile purchases made on Blu Card and maintain compliance as required by the University Blu card program.
ADMINISTRATIVE AND PLANNING SUPPORT:
Serve as the first point of contact for professional faculty, students, and staff regarding operations and academic support information.
Provide information for guest speakers, visitors, and students by obtaining and providing parking passes and other assistance as requested. Provide word processing, copy writing, editing, proofreading for but not limited to, research papers, manuscripts, correspondence, letters of recommendation, PowerPoint presentations, and course materials. Update and maintain online calendars. Navigate faculty through Haas and UC policies and procedures to reach academic goals. Reserve meeting space, order catering and secure AV reservations for various faculty events. Secure restaurant, transportation, hotel and airline reservations. Order office supplies and equipment/furniture as requested. Provide mail, fax, FedEx, UPS and courier services as requested. Submit requests for IT or Facilities services as requested. Order journal subscriptions, membership renewals, software, books, research and instructional materials (other than textbooks), etc. Serve as a proxy for updating publishing information on APBears for faculty. Update and maintain web pages. Complete special projects and other administrative duties as assigned/requested by.
FACULTY SUPPORT:
The professional faculty assistant will work closely with the Facilities office and Haas Academic Affairs, during periods of professional faculty arrival and departure. Duties include:
Design and send welcome emails to professional faculty starting or returning to Haas. Provide professional faculty with information during their initial orientation to Haas, and customize/update a service provider document that explains all of the necessary tasks related to starting the semester. Provide faculty merit/promotion support under the direction of the Academic Affairs Unit.
INSTRUCTIONAL SUPPORT:
Create, disburse and/or post questionnaires, surveys, flyers, posters, door cards and nametags. Assist with instructional services. Materials prep for faculty. Scheduling space for DSP exams. Maintain confidentiality and security of student records by following confidentiality rules established by FERPA, the state of California and the university.
Professional Learning and Growth
Maintain knowledge of the Faculty Support Unit's business processes in order to provide back up to other support staff in the unit. Work on special programs as assigned. Embraces the principle of being a "student always" by engaging in opportunities for training, workshops, seminars, continuing education pertinent to the position, or at the suggestion of the supervisor. Actively contributes to a team environment that fosters and promotes a culture of diversity, equity, inclusion, and belonging (DEIB) within the unit and at Haas. Engages in ongoing education to promote diversity, equity, inclusion & belonging by completing University sponsored certifications & training sessions (Ie: MEP Workshop, Implicit Bias Certification, LinkedIn Learning workshops, and other workshops & seminars offered by the University or Haas, as they are made available) or by engaging in external seminars & resources related to DEIB. Exemplifies Haas' four Defining Leadership Principles: (1) Question the status quo; (2) Confidence without attitude; (3) Students always; and (4) Beyond yourself.
Required Qualifications
Experience with providing administrative support to a group of 8 - 12 faculty or managers (from an accredited degree granting university/college) or similar environment. Experience and skill in providing high level, front facing customer service as well as managing a high volume of incoming email requests or inquiries from faculty, students, staff and external partners. Strong attention to detail while managing shifting priorities, with frequent interruptions while keeping a positive and professional attitude through changes. Expertise in maintaining confidentiality and security, especially with student records. Can quickly learn, understand and demonstrate skill in following confidentiality rules established by FERPA, the state of California and the university. Excellent and accurate record keeping and organizational skills. Experience with scheduling for individuals as well as groups. Demonstrates excellent and professional writing, editing, and verbal communication skills when communicating to a diverse group. Learns and adapts to new business processes, online systems and software tools/technology on a frequent basis. Demonstrates intermediate-to-advanced skills using Microsoft Office Suite (Word, Excel, PowerPoint, etc.). Takes initiative and shows the capacity to be proactive, use keen judgment and analytical skills when problem solving and utilizing resources for clarification and/or instruction. Excellent interpersonal skills, demonstrating a desire to promote diversity, equity, inclusion and belonging to establish and maintain positive & professional working relationships with colleagues, students and team members. Exemplifies Haas' four Defining Leadership Principles: (1) Question the status quo; (2) Confidence without attitude; (3) Students always; and (4) Beyond yourself. Demonstrates an understanding of and commitment to diversity, equity, inclusion, and belonging in a business, organization or public university setting.
Preferred Qualifications
Some knowledge of or can quickly learn UC Berkeley's Berkeley Financial System (BFS), BearBuy, Travel and Entertainment (T and E), and Connexxus. Awareness of critical academic/administrative deadlines.
Salary & Benefits
This is a 100% full-time (40 hrs a week) non-exempt position. Hourly pay is commensurate with experience up to $29.40 (Step 7).
For information on the comprehensive benefits package offered by the University visit: https://ucnet.universityofcalifornia.edu/compensation-and-benefits/index.html