Job Requisition Number: 25957. The Departments of Rhetoric, Film and Media, and History of Art are three distinct and distinguished academic units in the Division of Arts and Humanities, located in Dwinelle Hall and in Doe Library. There are currently 43 permanent faculty and 11 permanent staff across the departments. In addition, each department appoints a number of temporary academic staff, including lecturers, adjuncts, and GSIs. History of Art facilities include dedicated classrooms and a Visual Resources Center, which houses a large multi-purpose academic space; Film and Media facilities include dedicated classroom space, a film and video collection, production equipment, and is a member of the Digital Media Lab consortium.
The Program Assistant is responsible for a wide range of duties that are essential to the effective operation of the LORFS cluster of departments. The Assistant is responsible for event planning, keeping inventory of equipment and supplies, overseeing key access to department space, serving as a backup class scheduler, organizing building/equipment maintenance/repairs, and serving as the first point of contact for visitors. The Assistant will interact frequently with both internal and external staff, faculty, and students, and will have a considerable impact on the successful operations of the departments.
Administrative Services •Serves as initial point of contact for students and visitors to the History of Art Department. Responds to in-person, telephone, and email inquiries, routing questions and requests to appropriate staff or faculty member. •Oversees office supply inventory and ordering, special orders, mail distribution/Fed Ex, mailbox updates, copier maintenance, building access (including card key access), office key inventory and distribution (including new key orders), bulletin board postings, and assigns tasks to work study student as needed. •Responsible for ensuring that orders are placed in compliance with UC Purchasing regulations. Develops record keeping systems as needed for the department. Creates ad hoc reports on various matters. Maintains various department calendars. •Maintains event information and personnel updates on department websites.
Academic Program Support •Serves as backup to Undergraduate and Graduate Advisors, assisting with course scheduling and course evaluations as needed. In their absence, answers in-person and telephone inquiries regarding the undergraduate and graduate programs and departmental curriculum. •Works with faculty newsletter liaison to produce annual department newsletter; duties include soliciting and editing content, acting as liaison with newsletter designer.
Purchasing/Accounting •Serves as preparer in BFS/BearBuy. Processes invoices and reimbursements and the addition of new vendors. Processes travel and entertainment related transactions, reviewing submitted charges for compliance with campus policies. Advises faculty and staff of these policies via posted instructions, emails, and written memos. •Processes departmental gifts and grants in the campus system for submission to University Relations or Sponsored Projects, coordinating the deposit of funds and the collection of necessary documentation such as donor correspondence and acknowledgements.
Equipment and Facilities •Responsible for equipment purchasing, maintenance and repair, inventory, and security. Maintains equipment records using the campus system. Reviews and prepares annual equipment inventory for approval by department Manager. Places service orders, reviews and updates service warranties, processes insurance forms, and provides security for all departmental equipment. Serves as key operator for the departmental copier. Contacts vendors (e.g., Xerox) as necessary to report issues and arrange service. Reports and requests facilities repairs as needed, interacting with the Library Building Manager office, Physical Plant, and Facilities Management, and follows through to job completion. Acts as the liaison with Classroom Central to report any classroom facilities problems and follows through to ensure problems have been resolved. •Working with the VRC, the AA is responsible for keeping updated inventory records of projector equipment. Orders supplies and repairs for projection equipment as requested by the VRC staff. •Serves as departmental safety officer and liaison with Library Building Manager and Library Safety Coordinator. Maintains departmental emergency supply kit and keeps a current list of all faculty and staff, their office assignments, and contact information.
Event Planning •Supports faculty, staff, and students in organizing and implementing small events or aspects of larger events. Events may include colloquiums, conferences, meetings, student-related events and activities. Establishes deadlines for event planning, identifies event venues, orders catering, and assists with scheduling.
General Assistance to the Department Manager •Assists the Department Manager with special projects, such as space reorganization/renovation, database maintenance, and researching campus resources/solutions for department issues.•Organizational and oral/written communication skills, as well as strong customer service and interpersonal skills •Ability to research and resolve problems independently, and follow through on projects and assignments in a timely manner •Ability to adapt to changing priorities, policies and technology, and possess the initiative to learn new methods and procedures to accommodate and institute these changes •Ability to prioritize work and pay attention to detail •Ability to learn other software as needed •Ability to manage sensitive and confidential information regarding administrative matters and students’ academic records.
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.