Administrative Assistant, Academic Senate (4722C) #88765

University of California-Berkeley; Berkeley (CA); Hybrid; USD 44,000 - 47,000; Full time

Benefits offered by this job

Remote work

Job summary

The University of California, Berkeley is seeking an Academic Senate Administrative Assistant to manage the full operations of the academic or non-academic organization within the Academic Senate office. You will support the Divisional Council and committees, coordinate meetings, prepare agendas and minutes, and maintain records with discretion.

You will also oversee daily office operations for the executive office, handle requests, compile briefing materials, and ensure timely communications

Qualifications

• High school diploma or equivalent; strong communication and multitasking skills.
• Experience with administrative procedures, finance, HR, travel, and entertainment policy.
• Ability to handle confidential information with discretion.
• Experience with merging PDFs and preparing documents.
• Strong written and verbal communication across levels.

Responsibilities

• Provide administrative support to Divisional Council and FAL meetings.
• Prepare agendas, minutes, annual reports, and archival records.
• Coordinate logistics for meetings (facilities, AV, web postings).
• Draft correspondence and briefing materials for management.
• Edit materials for content consistency.
• Oversee daily office operations for executive office.
• Support chair and vice chair, handle inquiries and route to staff.
• Organize ad hoc committees and special task forces.
• Research and summarize issues for briefing materials.
• Prepare materials for Academic Council meetings.

Skills

Administrative procedures

Verbal and written communication

Time management

Discretion & confidentiality

Multi-tasking

Education

High school diploma or equivalent

Tools

Word processing

Spreadsheets

Databases

PDF handling

Job description

About Berkeley

At the University of California, Berkeley, we are dedicated to fostering a community where everyone feels welcome and can thrive. Our culture of openness, freedom, and belonging makes it a special place for students, faculty, and staff, who are among the most talented and accomplished anywhere, including Nobel laureates, Pulitzer Prize winners, and MacArthur Fellows. Since our founding in 1868, we have been an engine for innovation - driving intellectual, economic, and social progress that benefits California, the U.S., and beyond. Together, we change the world.

At Berkeley, the best careers are built on a foundation of continuous learning and growth. We actively support professional development by providing all full-time staff employees with at least 80 hours of paid time per year and provide space for supportive colleague communities via numerous employee resource groups.

We invite applicants who are inspired by our Principles of Community and who are eager to be part of our exciting Strategic Plan, which charts Berkeley's next era of excellence.

Learn more about some of our accomplishments at Points of Pride.

Departmental Overview

The Berkeley Division of the Academic Senate represents Berkeley faculty in the shared governance of the University of California. The Academic Senate is empowered by the Regents to determine academic policy, set conditions for admission and granting of degrees, advise the Chancellor on the campus budget, authorize and supervise courses and curricula, and advise the administration on faculty appointments, promotions, and budgets.

Position Summary

In this position, the Academic Senate Administrative Assistant manages or performs administrative services or the full general operations of an academic or non-academic organization. Administrative services include activities in finance and human resources and may also include IT, facilities, or student services. General management includes long- and short-range strategic planning to determine the mission and to direct all activities of multidisciplinary departments through subordinate management staff.

Responsibilities

40%

• Provides administrative support to the Divisional Council and Committee on Faculty Awards & Lectures (FAL), for meetings of the Division.
• Compiles and distributes agendas; drafts minutes and annual reports; serves as liaison to committee analysts to compile committee comments on issues; manages records, documents, and archives.
• Coordinates all logistical aspects of meetings of the Division, including facilities, audio-visual equipment, and recordings, and web postings.
• Prepares correspondence and other written materials for department management and/or faculty, requiring some specialized knowledge of the subject matter.
• Edits and proofreads written materials for content consistency.

25%

• Oversees and ensures the daily administrative operations run smoothly for the executive's office.
• Provides administrative support for the chair and vice chair of the Senate; receives, assesses, and takes appropriate action on requests, communications, and compiles briefing materials.
• Forwards situations and issues presented by staff, faculty, and external constituents to appropriate staff members for resolution.
• Participates in the development and implementation of efficient and effective systems for managing information, projects, and communications to ensure accurate and timely responses.

20%

• 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.
• Makes high-level contacts of a sensitive nature, internally and externally, requiring discretion and diplomacy.
• Compiles agenda items for standing meetings of Senate leadership and campus administrators, including the Chancellor, Executive Vice Chancellor, and Provost (EVCP).
• Handles the details of a variety of routine matters on behalf of the chair and vice chair.
• Responds to inquiries from faculty, staff, students, and the public on behalf of the chair and vice chair regarding campus operations, policies, and procedures; refers matters on behalf of the chair.
• Acts as the first point of contact in the Senate office.
• Tracks business items directed to the chair and vice chair; participates in ongoing briefings and debriefings with the chair and vice chair in order to document disposition of business items.
• Organizes ad hoc committees appointed by the executive on a broad range of issues.
• Provides administrative support to special committees and task forces appointed by Divisional Council.
• Researches, compiles, and summarizes issues, policies, and topics; provides background information, talking points, and briefing materials for the executive.
• Compiles briefing materials for Academic Council meetings; conducts research as needed by chair, vice chair, or executive director.

10%

• Coordinates award receptions, and town hall/forums as needed.
• Handles logistics and reservations, prepares programs and briefing materials, manages publicity, and coordinates gifts in accordance with UC entertainment policy.
• Handles travel and accommodations as needed for events and prepares travel reimbursements.

5%

• Provides administrative support to other Senate committees as assigned.
• Coordinates the nomination and selection processes for Divisional and systemwide Senate awards.
• Edits and finalizes Senate memorials for publication by the systemwide Academic Senate in In Memoriam, liaising with units, the Academic Personnel Office, and others.
• Obtains permissions as needed.

Required Qualifications

• Thorough knowledge of administrative procedures and processes, including word processing, spreadsheet, and database applications, and campus-specific applications.
• Thorough knowledge and some experience in merging multiple PDF files into a single, cohesive document, and adding headers, footers, and page numbers.
• Requires good verbal and written communication skills, active listening, critical thinking, multi-tasking, and time management skills.
• Must be able to communicate effectively with all levels of staff, faculty, alumni/donors, students, and external constituencies.
• Familiarity with processes, protocols, and procedures, including travel and entertainment policy, in a higher education environment.
• Knowledge of federal regulations such as the Family Educational Rights and Privacy Act (FERPA).
• Political acumen and sensitivity to the differing perspectives and political circumstances at all levels of the campus, as well as within the UC Office of the President and external constituencies.
• Ability to use high-level discretion and maintain a high level of confidentiality.
• High school diploma and/or equivalent experience.

Salary & Benefits

For information on the comprehensive benefits package offered by the University, please visit the University of California's Compensation & Benefits website.

Under California law, the University of California, Berkeley is required to provide a reasonable estimate of the compensation range for this role and should not offer a salary outside of the range posted in this job announcement. This range takes into account the wide range of factors that are considered in making compensation decisions, including but not limited to experience, skills, knowledge, abilities, education, licensure and certifications, analysis of internal equity, and other business and organizational needs. It is not typical for an individual to be offered a salary at or near the top of the range for a position. Salary offers are determined based on final candidate qualifications and experience.

The budgeted hourly range that the University reasonably expects to pay for this position is $32.11 (Step 1) - $34.39 (Step 4).

• This is a non-exempt, bi-weekly paid position.
• This is a 5-month, full-time, Limited [temporary] position that is eligible for UC benefits.

Other Information

• This position is eligible for up to 1 day/week of remote work within the United States. Exact arrangements are determined in partnership with your supervisor to meet role responsibilities and department needs and are subject to change.
• This is not a visa opportunity. This position does not include sponsorship of a new consular H-1B visa petition that would require payment of the $100,000 supplemental fee.
• This position is governed by the terms and conditions in the agreement for the Clerical & Allied Services Unit (CX) between the University of California and Teamsters Local 2010. The current bargaining agreement manual can be found at: http://ucnet.universityofcalifornia.edu/labor/bargaining-units/cx/index.html; The automatic conversion to career status will not occur when one or more of the following occur: a. A limited appointee is hired to replace an employee on leave that exceeds 1000 hours.

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.

Misconduct

As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; received notice of any allegations or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

"Misconduct" means any violation of the policies or laws governing conduct at the applicant's previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, as defined by the employer. For reference, below are UC's policies addressing some forms of misconduct:

UC Sexual Violence and Sexual Harassment Policy

UC Anti-Discrimination Policy

Abusive Conduct in the Workplace

Equal Employment Opportunity

The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected status under state or federal law.