Program Assistant (4722C), Center for Educational Partnerships, Puente Project

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.

Since 1981, the Puente Project has led the state in providing equitable instruction, academic counseling, and mentoring to support students marginalized by the educational system. Its mission is to increase the number of educationally underrepresented students who enroll in four-year colleges and universities, earn college degrees and return to the community as mentors and leaders to future generations.

The Puente Project commits to supporting staff and practitioners in their work towards the collective wellness for all, including students, faculty, staff, administration and the wider community. Puente provides practitioners with professional development that supports anti-racist, culturally affirming and humanizing practices. We believe that when participants engage with culturally responsive content, practice writing and self-reflection, and make authentic human connections, they are empowered to transform themselves and their communities.

The Puente Project is an inter-segmental program that is co-sponsored by the University of California and the California Community College Chancellor's Office. The Program is headquartered at UC Berkeley and housed within the Center for Educational Partnerships (CEP).

The Program Assistant provides first contact and clerically driven administrative support to all functional groups at the Puente Southern CA office; while also cultivating a welcoming and supportive office environment.

The First Review Date for this job is: March 13, 2023

OFFICE COORDINATION AND ADMINISTRATIVE SUPPORT

• Serves as primary administrative support staff for the Southern CA Regional Office.
• Serves as front-line contact - greeting office visitors, answering questions and/or making referrals.
• Manages incoming telephone, mail, and email correspondence by properly routing to the appropriate parties or responding with a high degree of warmth, professionalism, and utility.
• Serves as a primary contact to schedule meetings and secure space for Regional Office Activities.
• Serves as Key Operator of office equipment and orders/maintains necessary supplies.
• Diagnoses equipment problems and arranges for equipment repairs or recommends timely replacement of items to ensure office efficiency and cost effectiveness.
• Conducts office orientation sessions for staff on office procedures, office equipment usage and problem solving, and office supply reorders.
• Routinely advises staff on waste and utility management.
• Develops and implements processes, procedures, and tools to ensure a well-functioning, well-maintained, and welcoming work environment.
• Oversees vendor procurement and competitively bid all vendors as required or necessary.
• Coordinates office-wide services, repairs, and maintenance in partnership with the Program Director.

SOUTHERN CA EVENT SUPPORT

• Works in concert with Program Assistants to perform event planning activities hosted by the unit in Southern CA, which include employee morale building activities, professional development/training, annual or staff meeting/retreat, and yield events.
• Oversees administrative and logistical arrangements for conferences involving multiple parties, receiving limited direction.
• Determines special room and equipment needs.
• Follows up with vendor contracts with venues, assists in securing event locations, plans catering menus, arranges for audio-visual equipment, secures overnight accommodations, and ensures appropriate meeting room set-up.
• Assists with printed material preparation (name tags, conference programs, and collateral materials) and with the collection of post-event evaluations.
• Calendars meetings and track logistics progress.

FINANCIAL RESPONSIBILITIES

• Participates in requisite training and stays informed about UCB financial processes; works closely with Associate Director of Administration to ensure adherence to UCB guidelines and processes.
• Provides purchasing, procurement and reimbursement support to Directors and Program staff.
• Prepares purchase orders by researching and recommending vendors/prices/equipment and may identify substitutes.
• Compiles travel, meeting and entertainment reimbursements utilizing the UCB procurement systems.
• Ensures vendor payments are handled in a timely manner.
• Develops event budgets and ensures budget pre-approval process is applied to all conferences and events.
• Manages purchases on BluCard and Event Planner Card.
• Reconciles credit card purchases in Berkeley Financial System (BFS).
• Onboards new contractors through Berkeley Supplier Registration.

ANALYTICAL SUPPORT

• Drafts, edits and formats a variety of written materials, including correspondence, reports, agendas, and presentations.
• Prepares responses to information requests on a variety of operational issues, gathering and providing information or directing the information inquiries to the appropriate staff member.
• Prepares materials and detailed reports for meetings, conferences, and workshops.
• Disseminates other relevant communications to staff as needed.
• Assists in the implementation of programs and projects through coordination and tracking measures.
• Develops matrices to track and organize program information concisely.
• Conducts preliminary informational research and data gathering from diverse sources.
• Works closely with Program Assistants to maintain Puente websites, intranets, listserv, and participant databases.
• Schedules and arranges for duplication and mailing processes to meet timelines.
• Oversees the procurement and distribution of a variety of printed and electronic publications.
• Keeps track of marketing inventory and fulfills requests by schools for information including publications and other collateral items.

SPECIAL PROJECTS

• Emergency Management Captain: coordinates with campus units on inspections, fire drills, targeted violence/active shooter training and other emergency situations.
• Advises on emergency procedures and needed aides/materials.
• Business Operations Liaison: physical relocation of offices, equipment, materials and its staff.
• Scheduling of installations and maintenance of offices. Coordinates inspections and repairs.
• Attends monthly Puente Admin Unit and CEP Office Manager meetings.
• Attends classes, seminars, and conferences that enhance expertise and professional development.
• At the direction of the Program Director completes a variety of other special projects and assignments.

• Demonstrated ability to work with a diverse population that includes faculty, students, administrative staff, and constituents.
• Excellent organizational skills, problem solving, and time-management skills.
• Ability to work independently, and as a member of a team, problem solve, and set priorities.
• Outstanding written and verbal communication skills and the ability to clearly convey factual material.
• Must have skills and capacity to adjust to change, and competing work pressures.
• Demonstrated ability to maintain confidentiality, and professionalism in a highly visible role.
• A high level of proficiency with Microsoft Office Suite, Google Suite applications, calendaring/registration systems, and ability to learn other software and systems as required.
• Demonstrated competence in the use of spreadsheets and databases.
• Strong knowledge and demonstrated skill editing files with Adobe Creative Suite-InDesign, Photoshop, Illustrator and Canva.
• Demonstrated skills in web design and website content management systems such as Wix. Experience with managing engagement on social media platforms, including Twitter, Facebook, Instagram, Google+, YouTube. Edits and adds closed captions on Youtube material.
• Supports program staff with written communications to teams and updates directories through Google Groups and Constant Contact.
• Some evening and weekend availability for off-site events and meetings that occur outside the hours of 8am-5pm.
• Ability to travel within CA.

Education/Training:

• High school diploma or equivalent experience.

• Working knowledge of or ability to quickly learn common campus-specific processes and purchasing procedures.
• Knowledge of academic environments, campus facilities and resources - sufficient to complete outlined projects with minimal supervision.
• Knowledge of or ability to learn Puente program model and structure.
• Event planning experience and knowledge-- such as organizational skills, and planning for events of 50 participants, or more.
• Virtual event planning experience.

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 $27.19 - $34.10 (Steps 1.0 - 11.0)

• This is a full-time, Career appointment - eligible for full UC benefits.
• 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

To apply, please submit your resume and cover letter.

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.

This position has been identified as a Mandated Reporter required to report the observed or suspected abuse or neglect of children, dependent adults, or elders to designated law enforcement or social service agencies. We reserve the right to make employment contingent upon completion of signed statements acknowledging the responsibilities of a Mandated Reporter.

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.