Communications and Administration Coordinator (4722U) - 59790

Communications and Administration Coordinator (4722U) - 59790

About Berkeley

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

.

At UC Berkeley, we believe that learning is a fundamental part of working, and our goal is for everyone on the Berkeley campus to feel supported and equipped to realize their full potential. We actively support this by providing all of our staff employees with at least 80 hours (10 days) of paid time per year to engage in professional development activities. To find out more about how you can grow your career at UC Berkeley, visit

grow.berkeley.edu

.

Departmental Overview

The Department of History is rated one of the top academic programs nationally and globally. As one of the largest teaching departments in the College of Letters and Science, enrolling over 8000 students in 150 courses each year, our courses serve campus and department graduation requirements across the University. The department is comprised of 50 tenure-track faculty, 30 emeriti, and 11 career staff. Annual hires include 15-20 visiting instructors, 25-30 visiting scholars, approximately 230 academic student employee appointments, and 10-15 casual employees. With approximately 100 graduate students, 250 undergraduate majors, and 100 minors, students in our program are able to select from a broad range of fields of study. The History department is committed to supporting a large and diverse population of students. Over the past 5 years, the department has seen a significant increase in graduate and undergraduate students of color.

The Administrative and Communications Coordinator creates and coordinates the bulk of communications (e.g. website, social media, electronic communications, and posted signage) for the History department, and provides oversight for the front office administration, serving all department constituencies: faculty, graduate students, post-docs, undergraduates, and staff.

Application Review Date

The First Review Date for this job is: 10/11/2023.

Responsibilities

Office Coordination and Administrative Support: Front Office AdministrationOversee the daily operations of the History main office to ensure that best business practices are implemented.Assists with recruiting, training, and serves as work lead for work-study students who cover the following front office duties: greet public, answer phones, direct inquiries, distribute and redirect mail, prepare overnight packages, update departmental bulletin boards, update mailbox assignments, restock copier paper and supplies.Develop schedules, assign work, monitor progress, and provide periodic feedback for these student employees.Serve as initial contact for many departmental inquiries.Effectively interacts with large numbers of students, faculty, staff, and public in a positive and confidential manner; requires extensive knowledge of departmental practices, academic programs, and campus resources.Works independently with limited supervision.Serve as one of two primary department operators/experts of office equipment (fax, copier, central printer).Troubleshoots equipment problems and arrange for equipment repairs or recommend timely replacement of items.Coordinate office orientation sessions for staff and faculty on office procedures, office equipment usage, office supplies.Maintain public information (e.g., rosters of office hours, class schedules, staff and faculty directories, door cards for faculty and GSI offices).Schedule special uses of departmental seminar rooms (2303, 2231, 2227, and 3104), 3335 Dwinelle (a departmentally-controlled humanities space), Dwinelle common spaces (3401, 370, and Ishi Court), and backup scheduler for one-time room requests for review sessions and special events for all instructors, including GSIs.In cooperation with Director of Administration, provide facilities support for both immediate and routine problems as well as providing administrative assistance in coordination of larger remodel projects.Forward reports of building problems to Physical Plant, Building Facilities Manager, or general assignment classroom coordinators, as necessary.Unlock and lock departmental classrooms. Serves as primary key controller, managing both metal keys and electronic access.

Communications SupportProvides oversight of a comprehensive communications program for the History Department, including moderately complex requirements of written, visual, and electronic communications for a wide range of events.Manage large-scale email mailings using tools such as Mailchimp, and oversee department's primary social networking sites.Work with management to develop and execute organizational communication strategy.Work with department events coordinator to share and maintain a master calendar of program activities.As primary contact for donor support, manage donor lists, distribution of acknowledgements, and serve as editorial assistant and production coordinator for History newsletter, published twice a year.Typical projects serve broader departmental needs, requiring regular coordination with contributing staff.However, position can also serve individual faculty and others as needed.Manage and update department email listserves.Coordinate with front office staff to maintain public information (e.g., rosters of office hours, class schedules, staff and faculty directories, door cards for faculty and GSI offices), distribute electronic rosters, and publish all information to the website in a timely manner.Read and respond to all general inquiries sent to the

history@berkeley

email account, routing incoming messages to faculty and staff most appropriate to the inquiry.

Web SupportDesign and plan the graphics, layout, and aesthetic of departmental web pages, and create web content using tools from Google Suite, Word, Acrobat, Photoshop and InDesign.Utilizing the campus Open Berkeley web platform tools, manage user administration, perform device and browser testing, and optimize system performance.Work with content owners to maintain information updates and ensure site accessibility.

Record Keeping and Reporting SystemsCreate and maintain hard copy and electronic copy record-keeping systems.Assist with the analysis of record keeping systems and produce reports concerning key distributions, and curriculum related support such as syllabi, 101 theses files, as needed.Manage department library of History 101 theses and ensure student check out of materials.Key Controller: Maintain system for key control. Order, distribute, and track metal keys. Filing: Develops and maintains filing systems for main office, including permanent semester records, returned paper files, exams from visiting instructors, and syllabi.

HR Administrative SupportIn coordination with HR Team, provide seasonal and periodic project support.Manage process for ASE reader timesheet submission.Perform initial ergonomic assessments for all new faculty, assist with office set up, confirm IT support, and coordinate administrative orientation.Serve as member of department safety team.

Professional DevelopmentParticipates in employee development and training programs or other workshops to maintain or improve the necessary skills to perform the duties described above.

Required QualificationsProven customer service orientation, including time management, organization, interpersonal and oral/written communication skills to interact effectively and diplomatically with diverse faculty, staff, and students in a varied, fast-paced environment.Ability to multitask under conditions of frequent interruption and time constraint.High attention to detail and accuracy.Demonstrated analytical problem-solving skills, including ability to negotiate, compromise and effect immediate decisions in stressful situations.Demonstrated reliability, including good attendance and punctuality.Demonstrated proficiency with Google Suite (including Google Groups), Microsoft Office (Word, Excel, PowerPoint), Design and Web Management applications (Drupal, Adobe design suite), and other related software.Ability to function successfully in a team environment and independently.

Preferred QualificationsExperience in project management.

Salary & Benefits

This is a 100% full-time (40 hrs a week) non-exempt career position, which is paid hourly and eligible for UC 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 salary or hourly range that the University reasonably expects to pay for this position is $28.44 (Step 1) - $36.46 (Step 12).

How to ApplyTo apply, please submit your resume and cover letter.

Diversity Statement

Please include, as part of your application a brief (1-2 paragraph) statement on your contributions to diversity, equity, inclusion, and belonging in your professional experience.

Advancing diversity, equity, and inclusion are fundamental to our UC Berkeley Principles of Community, which states that 'every member of the UC Berkeley community has a role in sustaining a safe, caring, and humane environment in which these values can thrive.'

Other Information

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.htmlThis is not a visa opportunity.

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, please see

the U.S. Equal Employment Opportunity Commission

poster.

For the complete University of California nondiscrimination and affirmative action policy, please see the University of California

Discrimination, Harassment, and Affirmative Action in the Workplace

policy.

Referral Source info

This job is part of the Employee Referral Program. If a UC Berkeley employee is referring you, please ensure you select the

Referral Source

of '

UCB Employee

'. Then enter the employee's

Name

and

Berkeley email

address in the

Specific Referral Source

field. Please enter only one name and email.

To apply, visit

https://careerspub.universityofcalifornia.edu/psp/ucb/EMPLOYEE/HRMS/c/HRS_HRAM.HRS_APP_SCHJOB.GBL?Page=HRS_APP_JBPST&Action=U&FOCUS=Applicant&SiteId=21&JobOpeningId=59790&PostingSeq=1

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