Administrative Coordinator - PATH to Care Center (7376U) 1608 - 1608
The University of California, Berkeley, is one of the world's most iconic teaching and research institutions. Since 1868, Berkeley has fueled a perpetual renaissance, generating unparalleled intellectual, economic and social value in California, the United States and the world. Berkeley's culture of openness, freedom and acceptanceacademic and artistic, political and culturalmake it a very special place for students, faculty and staff.
Berkeley is committed to hiring and developing staff who want to work in a high performing culture that supports the outstanding work of our faculty and students. In deciding whether to apply for a staff position at Berkeley, candidates are strongly encouraged to consider the alignment of the Berkeley Workplace Culture with their potential for success at http://jobs.berkeley.edu/why-berkeley.html.
Application Review Date
The First Review Date for this job is: September 23, 2019
The PATH to Care Center lead efforts to transform UC Berkeley into a community that is free of sexual violence, sexual harassment, intimate partner violence, and stalking through prevention, advocacy, training, and healing. We collaborate with the campus community to make social change with the goals of preventing, intervening in, and responding to harassment and violence, eliminating oppression, and creating the culture and environment we all aspire to and deserve.
The PATH to Care Center serves staff, faculty, students, and visitors to the campus. This confidential department is a new campus unit (3.5 years in operation) and is comprised of 12 full-time staff and a number of graduate and undergraduate student staff members and student leaders. The department is organizationally positioned within the Office of the Chancellor and the Division of Student Affairs.
Provide front-line customer service to student, staff, faculty, and visitors. Including, but not limited to, answering main office phone; welcoming visitors; scheduling advocacy appointments, care coordination, and other urgent meetings; etc.
Provide front-line confidential and privileged, comprehensive, crisis intervention and support services to those that experience sexual harassment and violence, stalking, and intimate partner violence.
Address student, staff, faculty, and visitor concerns and crisis response to mitigate risk and triage high-level issues including, but not limited to, media requests, time-sensitive phone calls, survivor support, etc.
Primary manager of PATH to Care departmental email, calendar, and organizational systems.
Ensures any information collected, stored, or shared is in compliance with FERPA, confidentiality, and privilege, and any other related regulations.
Supervises student admin assistants on office software program application and office policies/procedures.
Oversees the ordering of general office equipment and supplies. Will participate in contract negotiation requiring some subject matter knowledge of the materials/services.
Provides supervision and guidance to other student admin assists on procedures, practices, and implementation of policies, including those which are particularly complex.
Assists with completing transactional processes, including, but not limited to, travel reimbursements, entertainment and non-entertainment reimbursements, and purchase orders.
Administers defined operations/services which may include some of the following functions: finance, facilities, payroll, space planning, student services, human resources, communications, informational technology or safety to ensure office operations are functional.
Create, implement, and maintain office operations, policies, and procedures; ensure policies and procedures are being followed by PATH to Care Center staff.
Participates in the development and revision of standard operating procedures and guidelines.
Functions as a resource on issues such as researching complex financial discrepancies, escalated customer service problems and vendor concerns.
Acts as first point of contact for purposes of scheduling and calendar maintenance for the PATH to Care Center Director and Assistant Directors.
Maintains PATH to Care Center Director and Assistant Directors calendars, including day-to-day and long-term management of meetings, projects, and strategic priorities.
Supports the Director, Assistant Directors, and Project Policy Analyst in project management of PATH to Care Center projects and initiatives through application of specialized office software that may include Google Suite, Asana, Microsoft Suite, Box, or similar programs.
Compiles and arrays spreadsheets using subject-matter knowledge of the material to ensure data entry is consistent with the nature of the data, including survivor support call reports, vehicle logs, internal budget entry sheets, and data/event tracking.
Prepares correspondence and other written materials for department management requiring some specialized knowledge of the subject matter. Edits and proofreads written materials for content consistency.
Assists the Director and Assistant Directors in coordinating large, complex conferences, meetings, programs, and in-service trainings.
Works on sensitive issues, priorities, protocol, etc. as identified by Director, Assistant Directors, or Project Policy Analyst.
Regularly review, revise, and update PATH to Care Center website to better communicate organization's mission, organizational changes, and campus impact, requiring substantive knowledge of organization's goals and objectives.
Coordinates recruitment processes and assist in the hiring and onboarding process for new hires, including scheduling, on-site visits, entering HR tickets, setup of phones, email, and computers, etc.
Assists Project Policy Analyst on researching, compiling, and preparing grant related materials through application of Excel formulas, pivot tables, and similar functions.
Provide day-of-support for PATH to Care Center events, programs, etc.
As directed by Director, Assistant Directors, or Project Policy Analyst gathers and analyzes financial and other resource data; prepares reports or analyses of operational activities, evaluation of current and proposed services, etc.
Assesses and recommends changes to maintain compliance with federal and state requirements and internal policies.
Provides guidance to Director, Assistant Directors, or Project Policy Analyst in developing job descriptions, facilitating benefits communications, and providing guidance on compensation programs, personnel policies, and procedures.
Conducts trends analyses and helps develop resulting recommendations.
Assists Project Policy Analyst on the development and maintenance of PATH to Care Center budgets. Will provide regular support to PATH to Care Center staff including running reports, resolving financial discrepancies, processing financial transactions and ensuring compliance with UC system-wide and UC Berkeley policies.
Assists Project Policy Analyst with gathering and analyzing financial and other resource data; prepares reports or analyses of operational activities, evaluation of current and proposed services, etc. Required Qualifications
Working knowledge of common computer application programs.
Excellent verbal and written communication skills
Ability to treat sensitive matters with discretion and tact, and maintain all confidentiality.
Excellent organizational, critical thinking, multitasking, and time management skills. Including demonstrated strong attention to detail, ability to prioritize, exercise initiative, perseverance, and sound judgment while effectively executing multiple projects in a fast-paced environment.
Thorough knowledge in administrative procedures and processes including word processing, spreadsheet and database applications.
Strong interpersonal skills, including active listening, de-escalation strategies, and conflict resolution
Demonstrated experience and skills to effectively support individuals who have experienced distressing event.
Entry level experience and knowledge with effective peer counseling and crisis intervention strategies.
Demonstrated awareness of key concepts of inclusion and equity. Ability to uphold center's values and successfully work across difference.
Good interpersonal and work leadership skills to provide guidance to student staff.
Experience interacting with a diverse community and the general public in a service environment.
Experience managing and resolving issues and concerns in a professional manner.
Interpersonal skills, political acumen, and diplomacy skills to identify and respond to organizational needs.
Ability to work independently as well as in a team environment and establish and maintain effective and positive working relationships
Must be able to maintain confidentiality within the bounds of applicable laws, regulations, policies, and professional codes.
Must be able to work non-business hours, including some evenings and weekends as needed, to fulfill mission of position.
Bachelors degree in related area and/or equivalent experience/training Salary & Benefits
Salary is commensurate with experience. Hiring range is $24.14-$28.74/hour.
For information on the comprehensive benefits package offered by the University visit:
Please submit your cover letter and resume as a single attachment when applying.
This is a contract position with an end date of June 30, 2020.
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.
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.