Office Administrator (4722C) - Mathematics Department About Berkeley
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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
The Department of Mathematics is one of the largest teaching departments in the College of Letters and Science, with over 50 ladder-rank faculty, approximately 30 emeritus faculty, and more than 50 visiting teaching faculty and special research visitors. The department has more than 200 graduate students, approximately 1000 undergraduate majors, and enrolls more than 20,000 students in courses annually.
Under the general supervision of the Department Manager, in addition to other general tasks and responsibilities, this position has six major job duties:
1) Event Management
2) Expense Management and Reimbursements
3) Purchasing and Procurement
4) Donor related support and administration
5) General Office Administration
6) Backup to the Facilities Coordinator
Application Review Date
The First Review Date for this job is: 1/28/22 - Open Until Filled
Responsibilities
35% Event Management: Coordinates large and complex special events, conferences, and daily events (including the afternoon tea), and acts as the Event Access Coordinator for the Department of Mathematics. Duties include: tracking expenses and reimbursements and managing the event specific budget(s) to ensure applicable limits are not exceeded and all expenses conform to department and campus policy; securing applicable event space and coordinating the ordering of food and beverages supplies, paper products, catering and staffing for all events, including cleanup and follow-up correspondence, as appropriate; coordinating with faculty sponsors for each event, guest lecturers, invited guests and members of the mathematics community; soliciting feedback from participants after the event and tracking event specific data and metrics for future event planning; developing communication strategies for each event (i.e. designing flyers and email communications, posting event announcements in the department); as the Event Access Coordinator, ensures that requests for access accommodations are handled appropriately and timely; and, ensures compliance with policies and procedures of the College of Letters and Science, Graduate Division, UCPD, and Parking and Transportation.
20% Expense management and reimbursements: Under the direction of the department Financial Analyst/Budget officer, this position is responsible for processing internal reimbursement request, travel & entertainment reimbursements, and payments to outside vendors. Duties include: gather and organize the collection of receipts and documentation required for faculty, students, and visitors, traveling on departmental funds and/or research funds, or hosting moderate- to large-scale department related events; process expenses through the campus Expense Reimbursement System; maintains a thorough knowledge of the campus policies governing expense reimbursements and procedures to meet Federal, State, and University audit requirements, and advises faculty, staff, and students on expense related activities, accordingly; advises faculty, visitors and students on current travel regulations pertaining to allowable expenses and visa requirements; and, ensure adherence to Federal and State regulations and University policies and prepares the required forms and documentation in each case.
15% Purchasing and Procurement: This position is independently responsible for entering all department related purchases through the BearBuy system, documenting purchases, and tracking purchasing activities, accordingly. Duties include: prepare all purchase requisitions and miscellaneous reimbursement requests for members of the department using BearBuy and ensuring that the appropriate Berkeley Financial System (BFS) chart-string and funds are charged; process honoraria to department visitors using BearBuy; determines need for general office equipment and supplies, and purchase accordingly; occasionally, may participate in contract negotiation and the preparation of RFPs requiring some subject matter knowledge of the materials/services; process new faculty removals (moves and relocation related expenses); and maintains a thorough working knowledge of University policies and processes related to BearBuy, and all purchasing and procurement related activities.
10% General Office Administration duties include: placing campus and US mail in mailboxes for all faculty, graduate students, staff and visitors on a daily basis; maintains forwarding address information for former faculty, staff, and students, who no longer come to the department; provide guidance to other staff on procedures, practices, and implementation of policies related to departmental operations and administration, including those which are particularly complex.
5% Donor related support and administration: Prepare correspondence and other written materials for department management and/or faculty acknowledging gifts received by the department, or promoting department related activities or campaigns. Edits and proofreads written materials for content consistency.
5% Backup to the Facilities Coordinator: In the absence of the Facilities Coordinator, this position serves as the backup to the facilities coordinator, assisting with facilities related issues including lockouts, issuing keys, securing math spaces, and, when necessary, communicating facilities related matters to the math community; and, acts as an active member of the Building Safety Committee, serving as backup to the Emergency Management Area Coordinator.
5% Recruit, train and supervise a work-student student (or student employee) to assist with reimbursements, purchasing, event management, and general administration.
5% Engages in professional development related activities and required training.
Required Qualifications
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.
Strong analytical and mathematical skills.
Ability to research and resolve problems, follow through on projects, possess good judgement and know when to escalate issues for resolution.
High school diploma or equivalent experience.
Preferred Qualifications
Thorough knowledge in administrative procedures and processes including word processing, spreadsheet and database applications.
Proficient in the use of Microsoft Office software, the Google Suit of applications, and administrative and budget related desktop/web applications.
Knowledge of financial or accounting concepts, processes, policies, and procedures.
Knowledge of Campus Operating Systems including BearBuy and the Expense Reimbursement System.
Salary & Benefits
For information on the comprehensive benefits package offered by the University visit:
https://ucnet.universityofcalifornia.edu/compensation-and-benefits/index.html
The hourly salary range designated for this position: $28.77 - $31.46; 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:
https://www.eeoc.gov/sites/ default/files/migrated_files/ employers/poster_screen_ reader_optimized.pdf
For the complete University of California nondiscrimination and affirmative action policy see:
http://policy.ucop.edu/doc/4000376/NondiscrimAffirmAct
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=29818&PostingSeq=1 jeid-d59143730648004991ce2e3951563603