Program Coordinator (7376U) SEED Scholars Honors Program 7749
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: May 19, 2020
The SEED Scholars Program is a unit in the Division of Equity and Inclusion that assists in the recruitment, retention and graduation of students who will enrich the diversity of STEM programs on the Berkeley campus. This involves providing academic support for these students while also working with the campus community to promote diversity and excellence at every level. The unit's primary responsibilities include providing high-level administration and programmatic support to the SEED Scholars program through enhanced access and mentorship, confidential advising, longitudinal, high touch, holistic support services program that facilitates the success of high achieving, historically underrepresented students in STEM fields.
As a new program on the Berkeley campus, the SEED Scholars Program provides a diverse, holistic network that prepares outstanding undergraduates to become change-makers, scholars, and leaders in science, technology, engineering, and math and thereby increases the representation of historically underrepresented individuals in academia and other STEM professions. The SEED Scholars program focuses on high achieving students with an interest in conducting research and who aspire to become leading research scientists and engineers. The program is open to students of all backgrounds committed to increasing the representation of minorities in science and engineering. As an integral member of the SEED Scholars Program team, the incumbent is expected to collaborate closely with partner STEM scholar programs campus wide as well as with partner institutions; UC San Diego, Univ of Maryland, Univ of North Carolina, and Pennsylvania State University to achieve our collective goal of recruiting, retaining, and preparing underrepresented students for graduate studies and careers in STEM disciplines.
This position serves as Program Coordinator and plays a key role in ensuring that the many SEED Scholars program events and activities are well organized and that they run smoothly. As a point of contact with administration, and on- and off-campus inquiries, this position serves a welcoming role and ensures that SEED Scholar information is conveyed in an accurate and timely manner. The position includes managing the day to day operations, administration, facilities management and serving as the primary fiscal transaction preparer for the SEED Scholars program.
This is a contract position funded for four years with the possibility of extension.
Implements defined tasks in support of the SEED Scholars program. This includes some of the following functions: finance, facilities, payroll, space planning, human resources, communications, informational technology, event planning and implementation. Provides overall support for functions, programs and the organizational unit, including completing with BRS HR forms, etc. for hiring student staff, graduate student assistant/mentors, staff. Assists in planning programs and events, invites and tracks participants, creates and monitors budgets, develops relationships with vendors at UCB and partner institutions, organizes housing, meals, and evening activities. Provides administrative support for projects by arranging meetings, travel, locations, keeping minutes, and engaging in communications with participants.
General Administration: Schedule meetings and events; make travel arrangements; process, track, and organize financial transactions such as travel, office supplies, lodging, venues, catering and food, etc.; research and initiate purchasing transactions in the Bear Buy system; ensure that back-up documentation is complete for reimbursements; serve as a liaison to E&I finance and HR leads and Berkeley Regional Services; troubleshoot issues. Manage general office needs such as: supplies, copying, and mail handling, and receiving goods and services; develop and manage efficient workflow mechanisms; create and track electronic files and documents. Arrange for maintenance and repair of office equipment. Troubleshoot and resolve complex administrative matters.
General Accounting and Budget: Develops, prepares and reconciles budgets for all SEED Scholar activities. Analyzes expenses and makes projections. Fiscal responsibilities consist of knowledge of BRS protocols, preparing requisitions and purchase orders, travel and entertainment reimbursements, and expense reports. Has general understanding of accounts payable, vendor inquiries, ledger reports, and campus student award system. Assesses and recommends changes to maintain compliance with federal and state requirements and internal policies. Track program expenses; ensure compliance with University procurement policies. Assist with short- and long-term budget planning by developing and maintaining systems for ongoing expenditure tracking.
Work closely with SEED Scholars Program budget, and campus contracts and grants. Serve as initiator for UC Path transactions. Work closely with financial analyst to ensure accurate fiscal projections, expenditures and reconciliations. Assist with grant submissions and development activities. Process student stipend payments in the Department Student Aid System (DSAS). Act as the primary fiscal transaction preparer and will perform beginning to intermediate CalAnswers reporting and will participate in departmental Fiscal Close and annual budget/forecast activities. Activities associated with the position include monitoring expenses, researching and reconciling accounts, providing financial analysis and monthly reports to end users; running BFS and CalAnswers reports, CalPlanning/Smartview reports, preparing and routing journals, T&E reimbursement and gift processing for the SEED programs.
Gathers, organizes, and analyzes data, and prepares reports. These include financial, student, research, performance, and other data; prepares reports or analyses of operational activities, participation, student, faculty, and administrator engagement and performance in SEED Scholar activities. Acquires and maintains lists of prospective participants for outreach and communication. Assists in development of strategic market plans for targeted audiences, including high school students and their guardians/parents. Gathers, compiles, and reviews admissions data from the Office of Undergraduate Admissions and departmental admissions databases, develops reports for program directors, and maintains databases. Develops and maintains recruitment databases and disseminates data to campus units.
Programming: Assist with the planning and coordination of various programs and events, such as the unit's Cal Day events, scholar selection weekend, Welcome Back Reception and plan, develop, and implement year-long programming for SEED scholars in consultation with the program director. Organize and troubleshoot logistics, oversee web presence, prepare flyers and event materials, provide staff support for events and activities, etc. Assist with occasional evening or weekend events.
Develops, interprets, and administers SEED related student services. Evaluates the effectiveness of the student services function including SEED scholars' selection, scholar academic advising and summer research opportunity placement. In consultation with the director, recommends changes to the program to provide better service to organizational management, and students. Represents the student services unit to the campus community and relevant external constituencies when called upon. Skilled in project management, social perceptiveness to be aware of others' reactions and understanding why they react as they do. Ability in problem identification, reasoning and develop original ideas to solve problems.
Design and maintain unit organizational systems and develop and update informational materials including working with the E&I Communications Director to ensure maintenance of current information on the web page.
Personnel: Recruitment, hire, and train student employees, including work study. Supervise students and interns: monitor work schedules, oversee project timelines and workflow, approve timesheets, reappoint and separate students. Provide administrative support for recruitment activities for temporary employees.
Other duties as assigned. Participate in professional development activities. Attend staff meetings; E&I administrative meetings. Assist the Vice Chancellor for Equity & Inclusion office and campus deans with special events as needed.
Demonstrated ability to work effectively with a diverse population that includes faculty, students, administrative staff, and constituents.
Excellent organizational skills, budget administration, problem solving, and time-management skills.
Ability to work independently, and as a member of a team, problem solve, set priorities, and take initiative in defining and executing tasks with attention to detail and accuracy.
Experience providing administrative and program support in a busy work environment.
Excellent written and verbal communication skills and the ability to clearly convey factual material.
Excellent customer service skills.
Excellent interpersonal skills and the ability to exercise effective judgment in routine and complex situations. Must have skills and capacity to adjust to change, recommend new administrative approaches to support organizational objectives, and work well under competing work pressures and multiple demands and deadlines.
Demonstrated ability to maintain confidentiality, discretion, professionalism and diplomacy in a highly visible role.
Experience assisting with event logistics, meeting and events coordination.
Strong knowledge and demonstrated skill in Windows and Adobe based environments, including Microsoft Word, Excel, and PowerPoint. Proficiency with databases, scheduling, and web-based systems.
Demonstrated competence in the use of spreadsheets and databases in financial analysis, fiscal management, and financial reports.
Excellent note taking, editing, and correspondence skills.
General knowledge of the theories and practice of counseling, learning, human and career development. General knowledge of academic environments, student development and persistence, and diverse learning environments and how these theories inform the practice of counseling, learning, and development.
OTHER: Some night and weekend availability for off-site events and meetings that occur outside the hours of 8am-5pm.
Bachelor's degree in related area and/or equivalent experience/training.
Demonstrated working experience in organizations dedicated to serving marginalized populations, and a commitment to equity, inclusion and social justice.
Political acumen and ability to maintain strict confidentiality.
Knowledge of academic governance, instructional and research programs, understanding of UCB and UCOP organizational structures, departments, units, and communication channels or the ability to learn quickly.
Event planning experience and knowledge of or the ability to learn quickly University computer systems, policies, and procedures such as Event Services, BearBuy, and Connexus Travel system.
Knowledge of University financial reporting systems such as CalAnswers or the ability to learn quickly.
Experience with Photoshop, InDesign, and PDF forms.
Experience in working with multicultural community members and understanding what it means to be inclusive, create equity and demonstrate cultural humility.
Salary & Benefits
This is a non-exempt, biweekly paid position. Hourly pay is commensurate with experience up to $34.48
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.
Equal Employment Opportunity
The University of California is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status. For more information about your rights as an applicant see:
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.