IGS Purchasing and Administrative Coordinator (4722C) 65519 About Berkeley
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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 .
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Departmental Overview
The Institute of Governmental Studies (IGS) stands at the forefront of research, teaching and service in California and American politics and policy. Interdisciplinary and non-partisan, we foster thoughtful discussions of issues across party lines that focus on solutions. Through our cutting-edge research, Berkeley IGS Poll, public events, and student public service programs, we show how people can influence policy, how policy affects communities, and the importance of governmental institutions and actors in that process. We engage students, faculty, researchers, civic leaders and political practitioners to make a difference in discourse and in practice. Our mission is anchored by a belief in the transformational power of public service.
IGS was established in 1919 to provide expertise in public administration to the California state legislature. Over the past century, IGS has established itself as a nationally recognized source of expertise on California and American politics and public policy. IGS provides a home to faculty, students, and visiting scholars from a wide range of disciplines, along with four research centers (Berkeley Interdisciplinary Migration Initiative, Center for Community Innovation, Center for Democracy and Organizing, and Evidence in Governance and Politics), an affiliated library, and an active development program. IGS is also home to the Robert T. Matsui Center for Politics and Public Service, which engages Cal students in public life through internships and experiential learning programs, public events, and the presence of distinguished campus visitors. Learn more at igs.berkeley.edu.
Application Review Date
The First Review Date for this job is: March 23, 2024
Responsibilities
The Purchasing and Administrative Coordinator reports to the IGS Executive Director, who reports to the IGS Faculty Co-Directors. The Purchasing and Administrative Coordinator plays a critical role in furthering the mission of IGS by providing support to the Event and Communications Coordinator, the Executive Director, the IGS Poll Director, the Department Manager, and the Program Manager. The Purchasing and Administrative Coordinator works with colleagues to ensure that all of IGS's programs, events, and operations function effectively and that the highest level of customer service and quality control are maintained. The Purchasing and Administrative Coordinator is responsible for supporting the day-to-day running of the Institute through a variety of transactional tasks, event-related tasks, and longer on-going projects. This position will process purchases, reimbursements, travel arrangements, vendor and stipend payments, honoraria, and gift acknowledgments; coordinate catering arrangements; support department seminars; take minutes at board meetings; assist with the creation of PowerPoint presentations; ship and track book sales; stock departmental supplies; provide asset control; work on computer and communications issues; and assist with special projects to be determined. This position also directly supports IGS events including a number of after-hours events throughout the academic year.
50% -Supports the Event and Communications Coordinator:
Purchasing, vendor invitations and payments, reimbursements, travel arrangements, entertainment arrangements.
Process and track honoraria payments.
Keep detailed records of event-related expenses and tally them against event budgets.
Event Planner Card holder and reconciler for additional EPCs, perform associated records retention tasks.
Assist with preparing and disseminating IGS newsletters, IGS Poll media releases, and making updates to IGS web pages.
Assist with creating multimedia promotional materials (Instagram graphics, tweets, flyers, etc.) and other outreach materials for internal and external audiences.
Tech management for Harris Room and Library events; check out department assets (laptops, cords, connectors, etc.).
Open and close rooms, make sure dept. property is returned, properly stowed, and in good working order.
Coordinate morale building events for staff.
Other event-related tasks as assigned.
15% -Supports the Administrative Manager:
General customer service: problem-solving, printer account management, work with IT on computer updates, printer, and communications issues.
Manage department seminars, space reservations, purchasing (shared with Event and Communications Coordinator).
Facilities coordination: kitchen and storage cleaning, organizing, purchasing and stocking supplies.
Outgoing mail drops, submit and track building maintenance and renovation requests.
20% -Supports the Executive Director: assist with preparing meeting and briefing materials, board meeting minutes, gift acknowledgements, and other administrative tasks; maintain and update alumni databases; assist on other projects as needed (e.g., assist with producing reader friendly publications and policy briefs).
Supports the IGS Poll Director: assist with creating slide decks for IGS Poll release presentations.
Manages the sales of Berkeley Public Policy Press books and associated shipping, tracking, and customer service. Purchase additional stock as needed. Pay shipping invoices, track sales and provide the data to the Administrative Manager for royalty payments.
10% - Supports the Program Manager:
Welcome students who visit the Matsui Center, answer questions about Matsui Center programs, and direct prospective fellows to the Matsui Center Program Manager for more information.
Provide support to Matsui Center Program Manager during Democracy Camp.
Process stipend payments for student fellowship and award programs.
Process housing contracts for out-of-town programs.
5% Special projects and professional development
Required Qualifications
Thorough knowledge in administrative procedures and processes including word processing, spreadsheet and database applications. Requires excellent verbal and written communication skills, active listening, critical thinking, multi-task and time management skills. Requires excellent interpersonal skills to provide guidance and/or support to students, visiting scholars, colleagues, members of the public. Requires excellent organizational skills, attention to detail, and ability to establish priorities and re-prioritize as needed. Requires openness to and ability to collaborate with and take direction from multiple staff. Ability to interact appropriately with a diverse and multi-cultural clientele. Intermediate level understanding of and/or ability to learn university and campus policies and procedures regarding student affairs, financial, and purchasing transactions.
Education / Training High school diploma and/or equivalent experience/training and experience with progressively more complex administrative work.
Salary & Benefits
This is a 100% full-time (40 hrs a week) non-exempt career position, which is paid hourly and eligible for full UC Benefits.
This is a hybrid position, with 20% remote work eligibility.
For information on the comprehensive benefits package offered by the University, please visit the University of California's Compensation & Benefits website.
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 $28.44 - $33.34.