Divisional Program Associate, Biological Sciences (7384U) - 6307
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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: March 11, 2020
The intellectual heart of UC Berkeley, the College of Letters & Science is the largest of the university's 14 colleges and schools and is home to more than 80 departmental majors in five academic divisions: Arts & Humanities, Biological Sciences, Mathematical & Physical Sciences, and Social Sciences and Undergraduate Studies. The College of Letters & Science has more than half of the campus's faculty, and over 24,000 students; 75% of Berkeley's undergraduate students are L&S majors.
The Division of Biological Sciences encompasses a breadth of disciplines spanning all levels of organization and encompassing diverse organisms and is home to ground breaking research and academic innovation. The Division includes two top ranked academic departments and five centers, institutes and programs with several related research units and museums.
The L&S Deans' Office is seeking to hire an Divisional Program Associate for the Division of Biological Sciences. The successful candidate will be a detail-oriented self-starter with superior customer service and problem solving abilities; and someone who enjoys being a critical part of a team.
The Divisional Program Associate reports to the Assistant Dean for Administration and Finance, and provides senior level administrative support to the entire executive team, with a special emphasis on the Dean, which includes comprehensive management of the Dean's calendar, multiple emails accounts, assembling background materials for meetings and events, and coordinating communications and pertinent data among the various departments, programs and other campus constituents.
PROGRAM MANAGEMENT AND ANALYSIS
Gathers and assembles analytical and factual data on assigned problems and issues to prepare reports and/or analyses summarizing information on the assigned issues and commenting on other significance for internal department constituents.
Prepares, edits and modifies documents including research reports, manuscripts, presentations and proposals. The incumbent will work directly with the Assistant Dean to prepare drafts, leave behind collaterals, and presentation materials for the Dean and the Assistant Dean of Development.
Using subject matter knowledge, collects and prepares information for use in discussions, meetings of high level management and external constituents. The incumbent will attend and participate in executive team meetings and in one on ones with the Dean and external stakeholders.
Participates in administrative policy and program planning and development. The overall position supports the strategic activities currently being undertaken by the Division of Biological Sciences.
MANAGEMENT OF EXECUTIVES' SCHEDULES AND MEETING COORDINATION
Manage all aspects of the Dean's schedule--including but not limited to calendaring large and complex meetings with internal and external stakeholders, tracking meeting requests and commitments, communicating efficiently with meeting participants and support staff, and coordinating meeting logistics and facilitating travel arrangements. This includes duties in support of the Dean's other university-related activities as a member of the UC Berkeley faculty and for service broadly to the national and international educational community.
Serve as first point of contact for the Dean and function as the gatekeeper, prioritizing issues according to urgency. Respond to routine inquiries from faculty, staff, students and the public on behalf of the Dean and forward situations/issues presented by staff, faculty, and external constituents to appropriate senior administrators as needed.
Provide planning and logistical support for meetings, retreats, and events including scheduling, participant communication and interface, maintaining distribution lists, making room reservations, arranging for catering, prepping and distributing materials, AV support, student assistant oversight, and related tasks.
EXECUTIVE SUPPORT FUNCTIONS
Manage the Dean's to-do list, provide timely briefings, advise on priorities and deadlines and track status of pending issues.
Prepare written communications on behalf of the Dean.
Independently investigate issues and problems; gather and compile information from departments, and prepare summary reports. Provide talking points and briefing materials for the Dean for various projects.
Advises departmental staff on campus, college and division policies and procedures.
Establish and maintain strong working relationships with all levels of constituents, both internal and external to the University which requires a high level of discretion and diplomacy.
DIVISIONAL SUPPORT FUNCTIONS
Provides high level support to members of the divisional team in the areas of finance, academic personnel or other areas as directed.
OFFICE MANAGEMENT AND OPERATIONS
In partnership with the other EAs, manage the L&S Deans' Office administrative support operations. Greet and direct visitors; order and receive office supplies/equipment and ensure that the front office and the L&S Deans' Office is well organized and that information and supplies are readily accessible; manage conference room usage; handle travel and entertainment requests and reimbursements; maintain college and divisional email lists. Delegate appropriate tasks to student workers.
Serve as back-up to the other EAs during absences and as needed to balance workload.
Performs and/or coordinates special projects independently, and/or as a member of a team.
Other duties as assigned by the Dean, Assistant Dean, HR Director and/or members of the Biological Sciences Divisional team.
Excellent analytical/problem-solving skills.
Exceptional attention to detail.
Excellent oral and written communication skills to communicate effectively with all levels of staff, faculty, administrators, alumni/donors, students and external constituents.
Strong service orientation.
Ability to effectively work both independently and in collaboration with others at varying levels of the organization.
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 multi-task with demanding timeframes.
Ability to use a high level of discretion and maintain a high level of confidentiality.
Proficiency in Word and Excel.
Bachelor's degree in related area and/or equivalent experience/training
Project management skills.
Knowledge of campus processes, protocols and procedures and/or demonstrated ability to quickly learn.
Knowledge of federal regulations such as FERPA.
Mastery of common campus-specific computer applications and new office technology tools and/or demonstrated ability to quickly learn.
Salary & Benefits
This is an exempt, monthly paid position. Annual salary is commensurate with experience within the range of $60,000.00 - $80,000.00.
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.
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.