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: March 17, 2020
Physical and Environmental Planning (PEP), part of the Capital Strategies team, has a unique role in influencing the physical growth of the campus. It works with community partners, including students, residents, and business owners to ensure campus projects are informed by existing context and to address concerns with new and existing development. It also maintains relationships with the City of Berkeley to align planning efforts affecting the built environment. This position will provide administrative support to the Campus Architect and Senior Planners in PEP, specifically in support of the Long Range Development Plan and Campus Master Plan.
The position is responsible for handling telephone calls and visitors, processing and distributing mail, producing copies, making travel arrangements, and filing, ordering office supplies, and processing University forms.
Comply with departmental and UC policies and procedures.
Responsibilities include interfacing with other units on campus.
Respond to occasional inquiries from the campus and public communities in a professional manner with focus on customer service.
Responsibilities also include adherence to administrative processes and identification of situations, which require action.
Exercises good judgment in communication with regard to timing and circumstances.
Manage document/record retention process with oversight, in coordination with Capital Projects.
Digitize documents to file in Box, organize current network drive and migrate over to Box.
Organize the library and hanging files; create a log of current documents.
Organize donations to university archives from historic preservation measures.
Coordinate with CED Archives to obtain historic materials, as needed.
Serve as liaison with the FS Mapping & Drawing group for archived document retrieval.
Maintain log of archived files.
Monitor and coordinate responses for emails to PEP's general Planning email account.
Basic graphics and mapping (e.g. postcards, map of campus parking lots, etc.).
Format documents, consistent with PEP, CS, and university brand guidelines (e.g. meeting notes, agendas, memos).
Copy-edit documents, consistent with the university's style guide.
Maintain PEP document templates and update as needed.
Reserve conference rooms and event spaces.
Schedule meetings, including consultants and internal leadership.
Prepare and print meeting documentation.
Set up A/V equipment and meeting rooms as needed.
Help transport materials for events.
Staff the welcome station at project open houses, CEQA meetings, LRDP events (some of these events may be outside of regular working hours).
Collate and coordinate response processes for public comments received at meetings or through email.
Point person for current Regents deadlines, forms, etc.
Facilitate signature collection, document transmittals, and mandatory filings with OP, Chancellor, Clearinghouse (e.g., EICs, NOEs, NODs, project approval action items, etc.
Excellent written and oral communication skills.
Proficiency in Word, Excel, calendaring and email software in a PC environment.
Facility with Adobe Creative Suite and Microsoft Office (ArcGIS also valuable).
Ability to work accurately and independently within established deadlines.
Outstanding customer service skills.
Strong organizational skills to efficiently maintain a busy and dynamic office, flexibility to handle a variety of responsibilities concurrently and with frequent interruptions.
High school diploma and/or equivalent training/experience
Working knowledge of or ability to learn applicable University policies and procedures.
Thorough knowledge of office systems.
Ability to work independently with limited supervision.
Demonstrated knowledge of or ability to learn about the campus.
Related experience in a planning, architectural, engineering or other professional office setting with familiarity of planning vocabulary and terminology.
Salary & Benefits
This position is a non-exempt, bi-weekly paid position. Hourly pay for this role is commensurate with experience.
For information on the comprehensive benefits package offered by the University visit:
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.