At the University of California, Berkeley, we are 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. Our culture of openness, freedom and belonging make it a special place for students, faculty and staff.
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.
Application Review Date
The First Review Date for this job is: December 3, 2019
UC Berkeley Extension is the continuing education branch of the University of California, Berkeley. Extension offers more than 2,000 courses per year in a variety of subjects both online and in the classroom. Extension's administrative departments and units include student records (transcripts), registration, scheduling, international student services, facilities, financial services, and the cashier's office. In addition to the main Berkeley center, it has responsibility for the maintenance and operation of regional centers in San Francisco (Spear Street), and Belmont and other leased facilities in the San Francisco Bay Area.
Oversees and ensures the daily administrative operations run smoothly for the executive's office.
Completes a broad variety of administrative tasks for the Dean's office including; managing an active calendar of appointments, processing travel and entertainment expenses, arranging travel plans, itineraries, and agendas, and compiling documents for meetings.
Coordinates preparation of relevant appointment briefing and background materials for the Dean and ensures the materials and provided in a timely manner to the Dean for review.
Forwards situations and issues presented by staff, faculty and external constituents to appropriate staff members for resolution.
Functions as a barometer, having a sense of the issues taking place in the environment and keeping the Dean's office updated.
Participates in the development and implementation of efficient and effective systems for managing information, projects and communications to ensure accurate and timely responses.
Establishes and manages action items for follow up and ensures timely completion of the items and/or extends deadlines for completion as appropriate.
Implements related business processes.
Functions as the gatekeeper, understanding the requirements of the executive, in order to prioritize issues according to urgency and to allocate time for scheduled events, travel and meetings.
Plans, coordinates and ensures that the Dean's schedule is followed and respected.
Manages direct access to the Dean's time and office.
Makes high level contacts of a sensitive nature, internally and externally requiring discretion and diplomacy.
Provides leadership to build and maintain relationships crucial to the success of the organization.
Handles the details of a variety of matters on behalf of the executive.
Responds to inquiries from faculty, staff, students and the public on behalf of the executive regarding campus operations, policies and procedures.
Provides a bridge between the Dean's office and internal and external constituents, demonstrating knowledge, diplomacy, and efficiency to maintain credibility, trust and support with all stakeholders.
Independently handle issues that do not require direct involvement by the Dean.
In consultation with supervisor, investigates issues and problems, including those of a sensitive or confidential nature; drafts and prepare responses to urgent requests.
Determines the appropriate course of action, referral or response.
Maintains a comprehensive database of initiatives and assignments, to include actions delegated.
Digitizes, indexes, archives and maintains Dean's Office files including curricula and Extension policies, etc.
Organizes adhoc committees appointed by the executive on a broad range of issues.
Aids senior leadership and the Dean's office during the recruiting process for positions at Extension by communicating with the candidates and the hiring committee, and organizing the interview schedule.
Plans and coordinates the organization of Extension-wide and other events.
Prepares confidential reports for senior staff, system-wide and other officials.
Prepares responses to urgent divisional requests on behalf of the executive.
Researches, compiles and summarizes issues, policies and topics; provides background information, talking points and briefing materials for the executive.
2-3 years of related administrative support experience.
Through knowledge of common computer application programs, including MS Office and Google suite applications.
Strong service orientation.
Strong analytical and problem-solving skills.
Ability to multi-task with demanding timeframes.
Ability to use discretion and maintain confidentiality when appropriate.
Excellent organizational skills with strong attention to detail.
Outstanding verbal and written communication/interpersonal skills demonstrated by the ability to interact comfortably with a wide range of diverse groups, including colleagues at all levels, students, faculty, parents, alumni/donors, and the public. This includes the ability to write clearly and professionally in different styles appropriate to the audience.
Resourcefulness and team-orientation.
Bachelor's degree in related area and/or equivalent experience/training.
Familiarity with campus processes, protocols and procedures.
Knowledge of federal regulations such as FERPA.
Political acumen and sensitivities to the differing perspectives and political circumstances within all levels of the Campus as well as the Office of the President and external constituencies.
Ability to navigate appropriate campus resources at a complex, decentralized R-1 University.
Salary & Benefits
This is an exempt, monthly paid position. Annual salary is commensurate with experience.
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 12-month, full-time (40-hours per week), contract (temporary) position.
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.