Administrative & Programs Coordinator

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

Job summary

The Institute of East Asian Studies (IEAS) at UC Berkeley promotes teaching and research on East Asia and Southeast Asia in all disciplines.

This position provides support to the IEAS Director and Associate Director and the front office: greeting guests, keeping calendars, arranging travel, processing reimbursements, coordinating correspondence, and arranging meetings with campus administrators and external parties.

Qualifications

• Thorough knowledge in administrative procedures and processes including word processing, spreadsheet, email programs, Adobe Creative Suite, database applications, and other standard office software applications.
• Requires good verbal and written communication skills, active listening, critical thinking, multi-task and time management skills.
• Requires interpersonal and work leadership skills to provide guidance to other nonexempt personnel.
• Knowledge of, or willingness to learn, university financial and entertainment policies and practices, as required.
• Excellent organizational skills, with experience in all aspects of academic events planning. Basic accounting skills to manage financial matters. Knowledge of travel planning to book economical travel, including international travel. Skill with juggling multiple competing tasks.
• Knowledge of an East or Southeast Asian language (particularly Chinese)

Responsibilities

• Coordinates, monitors and maintains Director's calendar: schedules meetings involving university administrators, center chairs, foreign visitors, consular and other government officials, business people, and news media.
• Arranges other events/initiatives requested by the Director and Associate Director. Attends to relevant details, including reservations, catering, travel and follow-up.
• Coordinates international and domestic travel for Director and Associate Director.
• Provides planning and protocol for official visitors and delegations to IEAS; coordinates visitor programs with other offices at Berkeley.
• Drafts reports and correspondence.
• Assists Director and Associate Director in developing relations with alumni and funding agencies.
• Assists Director as needed with academic work, including syllabi, bibliographies and other matters relating to teaching and research.
• Keeps Director and Associate Director informed of approaching deadlines.
• Manages Director's and Associate Director's travel and entertainment expenses, and fills out required forms, following up as necessary.
• Takes telephone calls, coordinates correspondence, copying and filing (both electronic and paper) for IEAS front office.
• Serves as the public face of IEAS, greeting guests, answering inquiries by phone and e-mail.
• Assists with other IEAS front office tasks, including maintaining files, copier machines, directing mail, and assisting with purchasing. Develops and coordinates front office procedures and practices with other staff.
• Supervises student assistants.
• Performs other administrative duties as needed.
• Coordinates logistical planning for academic colloquia, socials, seminars, conferences and public programs, including travel, room reservations, catering, audio-visual and room set-up.
• Uses knowledge of UC, State, and Federal policies to communicate directly with IEAS speakers, conference participants, and other guests regarding travel and accommodations, visas, reimbursements and honoraria.
• Manages audience outreach and publicity for events, developing press releases, flyers, and other materials (including online materials) as needed.
• Assists with the production of event reports and other follow-up materials;
• Gather receipts and prepare forms for purchase orders and travel/entertainment reimbursements using campus systems.
• Maintain and update IEAS events calendar.
• Process visas for IEAS-sponsored visitors.
• Manages IEAS Visiting Scholar Program
• Creates and manages databases of IEAS alumni in the US and Asia, current and potential donors, funding opportunities, statistical information, etc; manages IEAS Big Give campaign.

Skills

Administrative procedures

Verbal & written communication

Interpersonal skills

Travel planning

Event planning

Budgeting

East Asian language

Education

High school diploma or equivalent

Job description

The Institute of East Asian Studies (IEAS) at UC Berkeley promotes teaching and research on East Asia and Southeast Asia in all disciplines.

This position provides support to the IEAS Director and Associate Director and the front office: greeting guests, keeping calendars, arranging travel, processing reimbursements, coordinating correspondence, and arranging meetings with campus administrators and external parties.