Job Requisition Number: 27209. The English Department is the largest department in the Division of Art & Humanities in the College of Letters and Science, with 60 permanent faculty and 10 staff, a large cohort of undergraduate majors, and a distinguished graduate program. This position provides key support to academic and administrative departmental functions.
Administrative Coordination: •Manages public-facing activities of the English Department. •Recruits and supervises a cohort of approximately six work-study students. These students serve as the point of first contact for department visitors and other inquiries.) •Creates and post job listings, hires, trains and provides corrective action when needed. •Approves hours in CalTime. •Directs their work which includes liaising with facilities, copier and supplies maintenance and other routine administrative tasks, greeting and responding to visitor inquiries. •Acts as “Chair’s Assistant.” •Manages chair’s calendar and appointments; coordinates meetings; receives visitors. •Prepares and/or edits correspondence, communications, presentation and other documents in general support of chair’s administrative activities. Generates documents for department meetings and chairs’ meetings. •Serves as primary department preparer including the preparation of POs, requisitions, financial journals, travel and entertainment reimbursements and BearBuy reimbursement requests. •Sets up and maintains relationships with vendors, including visitors and other reimbursees. •Collects, reviews and prepares travel receipts and pertinent data from faculty, students, and visitors. •Obtains currency exchange rates for foreign travel and per diem. •Coordinates travel arrangements upon request. •Works with Connexxus Travel services to make travel arrangements and prepare direct billing IDs or equivalent. •Ensures documentation complies with all university policies. •Obtains necessary approvals and submits per established guidelines to CSS and Disbursements. •Independently administers non-senate faculty appointments including Adjuncts, appointees in the Visiting Professor series, lecturers, post-docs, and exchange visitors. This includes managing the recruitment process, working directly with relevant faculty administrators to conduct non-senate faculty searches, request recruitment waivers, etc. •Manages student and non-student assistant hires; working with faculty to create job descriptions, with HR/BRS to generate classification and hires, and coordinates timekeeping for such employees. •Manages department’s visiting scholar program: liaises with Visiting Scholars and Visiting Student Researchers sponsored by department faculty; arranges for visas, orients visitors to the department. •Manages logistics surrounding faculty searches, including campus visits. •Manages space/facilities, including room reservations and scheduling and key controls, designing systems and often directing work-study students to administer these functions. •Manages faculty room assignments. Works with PP-CS on repair and replacement orders. •Instructs work-study students to evaluate the state of office equipment and suggest upgrades as necessary; arranges for old equipment to be removed to Excess & Salvage. •Also instructs work-study students to evaluate state of archival stores and determine whether to maintain, remove or digitize documents both for department and faculty offices. •Liaises with Building Coordinator for Wheeler Hall.•Working knowledge or ability to learn of common campus-specific and other computer application programs. •Solid communication and interpersonal skills to communicate effectively with all levels of staff, both verbally and in writing. •Solid organizational skills and ability to multi-task with demanding time-frames. •Ability to use discretion and maintain confidentiality. •Ability to use sound judgment in responding to issues and concerns. •Working knowledge or ability to learn of campus processes and procedures, rules and regulations. •Demonstrated skills to effectively motivate others. •Strong service orientation. •Ability to effectively manage multiple priorities. •Must be a self-starter and exhibit initiative to proactively identify areas of need.
Education/Training: •Bachelor’s degree in related area and/or equivalent experience/training.
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.