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Application Review Date The First Review Date for this job is: April 25, 2019.
Departmental Overview The Institute for South Asia Studies (ISAS) is an Organized Research Unit (ORU) at the University of California, Berkeley. It is the locus of activity for faculty, students and other researchers working on South Asia. The Program and Finance Assistant of the ISAS has chief responsibility for all aspects of office, programs, and financial management of an organized research unit, as well as for processing book orders, maintaining inventory, and tracking sales of the ISAS publications. The Program and Finance Assistant will work under the supervision of the Executive Director.
Target start date is July 22, 2019.
Responsibilities Office management and program assistant: (40%) REPRESENTATION OF THE CENTER: Staff the ISAS reception desk, main phone line, and central email account. Respond to written, telephone and drop-in inquiries about ISAS and South Asia-related matters, ISAS grant programs, events, areas of faculty expertise, graduate and undergraduate programs, Institute support opportunities and outreach. Must be very familiar with all ISAS activities and programs in order to answer questions accurately. Must be familiar with all ISAS-affiliated faculty. Professionally and courteously greet and host faculty, visitors, lecturers, and students.
PUBLICITY & EVENT COORDINATION: Assist with the production of ISAS materials as needed. Assist with conferences and speakers. Take digital photos of visitors and events for ISAS newsletter. Assist with the organization of receptions and other events throughout the semester. Will need to work evenings or weekends to assist with events.
ADMINISTRATION: Ensure that all ISAS equipment performs efficiently. Place appropriate maintenance requests and follow up until completed. Write correspondence and follow up with calls and requests as requested by the Chair. Manage mailings, shipments, and supply ordering. Maintain central filing system, office supply inventory, and storage organization. Make restaurant and travel arrangements for faculty and staff as needed.
Financial: (40%) PROVIDE ESSENTIAL ADMINISTRATIVE AND BUDGETARY SUPPORT: Provide comprehensive knowledge and administrative support in matters of accounting, personnel support, purchasing, forms processing. Provide all payments to outside vendors in BFS. Prepare entertainment and travel reimbursements for students, faculty, staff, and visitors on the online payment system. Prepare honorarium for guest speakers. Prepare and track program budgets. Maintain expense spreadsheet to track major expenses such as phone/fax bill, supplies, mailing costs, and parking. Make sure all transactions are matched appropriately with correct flex codes
MANAGE ALL TRANSACTIONS WITH OTHER CAMPUS DEPARTMENTS: Prepare IOC for payment of parking permits, technology equipment and services, room rentals, etc. Receive and provide account information for co-sponsored events. Maintain spreadsheet of all financial contributions committed to other departments, faculty and students. Work with Budget Analyst to create needed flex codes and make sure funds are being used according to budget. Provide IAS with documentation of all transactions involving ISAS funds
Publications: (20%): PROCESS BOOK ORDERS: Receive orders for ISAS books (by mail, e-mail, fax, phone, walk- in), Prepare invoices for orders, Package and ship books to customers.
PROVIDE ACCOUNTING AND INVOICING: Maintain electronic and paper files of customer orders and invoices.
MONITOR INVENTORIES: Keep track of inventory and let editor know when a title is going out of stock. Inform webmaster of new publications for posting, and provides materials to her.
Applicants should have a professional demeanor appropriate to the office's environment.
Applicants must have solid proficiency with all Microsoft Office applications.
Strong correspondence writing skills are required; a writing sample will be requested at interview.
Ability to move cartons of books (max. 60 lbs.). Must be organized and detail-oriented.
Prior experience with budgeting is preferred.
Knowledge of campus and UC policies relating to purchasing, invoicing and payments for services preferred.
An interest in South Asia is preferred.
Salary & Benefits Hourly Salary: $20.81
For information on the comprehensive benefits package offered by the University visit:
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