Office Administrator, Clinical Program (4263C), Berkeley Law - 43929 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
Berkeley Law is consistently ranked as one of the top law schools in the nation. The law school has produced leaders in law, government, and society, including Chief Justice of the United States Earl Warren, Secretary of State of the United States Dean Rusk, Attorney General of the United States Edwin Meese, United States Secretary of the Treasury and Chairman of the Federal Reserve G. William Miller, and former Solicitor General of the United States Theodore Olson.
At Berkeley Law, we are committed to excellence in education and scholarship, as well as equality of opportunity. We believe we have a responsibility to use our substantial intellectual capital to help solve real-world problems and to create a more just society through clinics, research, and policy engagement. We believe that a Berkeley Law degree is a tool for change, both locally and globally, and that we should be educating the leaders of tomorrow. We maintain an environment that nurtures academic and personal growth, respects a diversity of ideas, and stimulates independent thought and critical reasoning.
Berkeley Law's clinics-eight in the community, six in the law school-are directed by full-time faculty members who are highly regarded experts in their fields. Classroom seminars provide students with the necessary foundation in relevant law and practice, while hands-on casework for clients builds critical lawyering skills. The Clinical Program is a working law office within the law school and the in-house Clinics include the Death Penalty Clinic (DPC), the Environmental Law Clinic (ELC), the International Human Rights Law Clinic (IHRLC), the New Business Community Law Clinic (NBCLC), the Policy Advocacy Clinic (PAC), and the Samuelson Law, Technology & Public Policy Clinic (SLTPPC).
Mission Statement
The mission of Berkeley Law's Clinical Program is to advance equal justice through three interrelated activities:
1. Teaching: Preparing law students to address pressing societal problems and to become highly-skilled, responsible and reflective legal practitioners.
2. Service: Providing first-rate legal services to underrepresented individuals, marginalized communities and public-minded organizations - locally, nationally and globally.
3. Research: Producing cutting-edge, interdisciplinary research to support litigation, inform public policy and increase the effectiveness of our teaching and service.
The position involves managing or performing the administrative management and the full general operations of the Clinical Program, a medium-sized academic organization functioning as a law firm within the law school. The Office Administrator will work alongside another office administrator to support the overall program and six independent in-house clinics with approximately 30 faculty and staff members and 100 students each semester. Administrative services include activities in finance and human resources and may also include IT, facilities, or student services. General management includes long and short-range strategic planning in determining the mission and directing all activities of multi-disciplinary departments through subordinate management staff.
Application Review Date
The First Review Date for this job is: October 24, 2022
Responsibilities
Administers a defined operational program or activities which may include some of the following functions: finance, facilities, payroll, space and event planning, student services, human resources, communications, informational technology security, client confidentiality, correspondence, and scheduling. Responsible for general office administrative operations for the Clinical Program office, including front desk reception. Serves as the administrative point of contact and responds to all general inquiries; ensures that records and information are current and accurate; liaises with IT/Media/Facilities on program needs; administers program and administrative support for Clinical faculty teaching, research and service needs; tracks alumni. Tasks are of moderate scope and complexity, and require exercising independent judgment within the defined guidelines and practices to determine appropriate action. Oversees the program's application and enrollment process and independently works to resolve conflicts. Develops and implements program orientation and training materials and ensures that students are appropriately on-boarded and informed regarding Clinic procedures. Updates and maintains Clinical Program bCourses pages. Assists with administrative duties related to faculty tenure and promotion packages. Assists with exam proctoring and clerkship letters. In conjunction with Director of Administration, plans and administers all Clinical Program events. May be responsible for notary duties, including but not limited to witnessing the signing of documents and administering oaths to people who are signing the document, for the Clinical Program. Gathers and analyzes resource data; prepares reports or analyses of operational activities, evaluation of current and proposed services, etc. Analyzes data and information on current student and alumni participation. Creates surveys to assess effectiveness of program activities and service. Produces documents, reports, and analysis of programs as required. Functions as a resource on issues such as researching complex financial discrepancies, escalated customer service problems and vendor concerns. Assesses and recommends changes to maintain compliance with federal and state requirements and internal campus policies. Participates in the development and revision of the Clinical Program operating procedures and guidelines. Researches and resolves vendor issues as required. In partnership with the Communications and Development Officer, d evelops marketing and publicity materials and participates as backup for updating web content. Occasionally develops fliers, publicity materials, templates, and correspondence for the Clinical Program and for individual clinics,. Occasionally updates Clinical Program website, Facebook pages, LinkedIn pages. Provides guidance to supervisors and managers in developing job descriptions, facilitating benefits communications, and providing guidance on compensation programs, personnel policies, and procedures. Hires and supervises student workers, interns, and volunteers. Oversees high-level administrative activities, such as onboarding coordination, reviewing and approving timesheets, affiliations, etc. Conducts trends analyses and helps develop resulting recommendations. Develops and maintains a system for capturing and tracking institutional memory. Serves as one of the Clinical Program's purchasers and is responsible for reimbursements. Purchases all travel for faculty and students through the university's Direct Bill system and responsible for Clinic purchasing with a university bluCard and event planning card. Processes reimbursements related to Clinic travel, events, and general expenses. Consults with internal and campus-wide financial experts to create guidelines on best practices in financial management and purchasing.
Required Qualifications
Knowledge of a variety of administrative operations activities such as events planning, fundraising processes,website management, finance and accounting, and contracts and grants regulations and guidelines. Excellent computer skills, including proficiency with MS Office, Google Suite, and video conferencing platforms with the 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. Ability to work with diverse populations with diplomacy, poise, and tact. Solid organizational and time management skills with the ability to prioritize and exercise initiative to effectively execute multiple projects with competing deadlines. Ability to use sound judgment in responding to issues and concerns. Strong attention to detail. Ability to work independently, as well as a team member, and to establish and maintain effective working relationships. Excellent customer service orientation. Ability to use discretion when dealing with sensitive information and maintain all confidentiality. 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. Able to work at occasional evening events.
Education/Training:
Bachelor's degree in related area and/or equivalent experience/training. Prior administrative and/or office management experience.
Preferred Qualifications
Working knowledge of or ability to learn common campus-specific and other computer application programs. Expertise in social media outreach. Graphic design skills. Basic to intermediate knowledge of WordPress. Spanish language skills a plus.
Salary & Benefits
This is a full-time (40 hours per week), career position that is eligible for full UC benefits. This role is non-exempt and bi-weekly. Hourly pay is commensurate with experience. This position is eligible to work remotely up to one day per week. For information on the comprehensive benefits package offered by the University visit: https://ucnet.universityofcalifornia.edu/compensation-and-benefits/index.html