Job Requisition Number: 26722. The Staff Ombuds Office is an independent department that provides strictly confidential, impartial and informal conflict resolution and problem-solving services for all staff, non-senate academics, and faculty who perform management functions. The Staff Ombuds Office is a safe place to voice and clarify concerns, understand conflict situations, and find effective ways to respond.
Services provided by the Staff Ombuds Office include: •Conflict analysis •Strategies to resolve and prevent disputes •Identification of options and information •Communication and conflict coaching •Mediation •Group facilitation •Tailored trainings in conflict resolution •Resource referrals •Systemic issue analysis and feedback
Intake and Case Coordination •As first point of contact, provides assessment of employee needs, evaluates case urgency, and triages cases to appropriate university resources. •Assesses callers’ workplace issues to determine whether Staff Ombuds Office services are appropriate. •Explains the services and standards of practice of the Staff Ombuds Office and prepares callers for initial in-office appointments by setting expectations about ombuds services. •May offer suggestions to employees on how to effectively prepare for a meeting with the Ombudsperson or other campus resources by helping callers organize their thoughts or clarify their goals. •Schedules all appointments; coordinates caseload and case dispositions for the Staff Ombuds Office. •Briefs ombuds on intake and provides research of organizational structures and relevant policies in preparation for initial appointment with the Ombudsperson. •Greats all visitors to the Staff Ombuds Office and ensures completion of intake forms.
Conflict Resolution •Provides impartial, informal, independent and confidential conflict resolution services on cases of moderate complexity. Utilizing conflict resolution and mediation techniques and skills, independently works with individuals to present a range of options to resolve conflict by candidly discussing problems and issues and assisting the person to analyze options. May provide sufficient guidance at time of contact to make an in-office appointment unnecessary. •Engages in case consultation with Ombuds regarding workplace conflict issues and participates in all case review meetings. •Adheres to and promotes Ombuds’ standards of practice and code of ethics. •Analyzes complex workplace conflict issues and concerns brought to department and provides feedback to the department regarding campus systemic issues.
Database Management & Analysis •Provides accurate database entry and timely database management for Staff Ombuds Office caseload. •Provides comprehensive data gathering, organization, input, and analysis of anonymous visitor demographics, conflict issues, office utilization, trends, and accomplishment and activities. •Using principles of data visualization, produces graphs and charts for all Staff Ombuds Office reports and outreach presentations and materials. •Provides analytical and programmatic input regarding workplace trends and organizational issues brought to the office.
Outreach & Training Coordination •Identifies and creates new opportunities to promote Staff Ombuds Office services. •Provides outreach presentations to promote awareness of the ombuds office. •Updates website content and writes Ombuds News articles. •Produces promotional flyers and announcements for Staff Ombuds Office services and workshops. •Advertises ombuds training through campus listservs and available communication mechanisms. •Keeps up-to-date on campus resources; connects staff with current and new campus programs, events, and opportunities by featuring these on the Staff Ombuds Office website, resources shelves, or electronic devices. •Manages training registration and enrollment. •Prepares copies of training materials for all Staff Ombuds Office workshops and courses.
Administrative Services •Responsible for administrative and business functions for small independent ombuds department, including notetaking, office organization, copying, purchasing, filing reimbursements, reviewing monthly expenses, verifying financial transactions, resolving encumbrances, monitoring adherence to budget, troubleshooting, and fulfilling campus compliance requirements, such as Key Controller, Building Coordinator/Safety Officer. •Schedules all meetings with campus leaders, staff organizations, and staff resources. •Liaises with Chancellor’s Immediate Office as part of administrative cluster and attends administrative meetings as needed. •Responsible for updating departmental manuals, guides, and forms, and compiling assessment of survey results and training evaluations. •Provides recommendations for and implements departmental process improvements.•Bachelor’s degree in related area and/or equivalent experience/training, including completion of the International Ombudsman Association Foundations of Organizational Ombudsman Practice course, basic mediation or conflict coaching courses. •Thorough understanding of conflict resolution techniques and principles. •Knowledge of and ability to adhere to ombuds standards of practice and code of ethics. •Strong interpersonal communication skills to deal effectively with a broad and diverse range of people in a complex, multi-layered organization, including effective listening, empathy, sensitivity, and discernment skills. •Strong problem-solving skills, including skill in independently determining root causes of problems, and skill in offering options and ideas for resolving conflict. •Full understanding of the role of the ombuds office and ombuds office professionals. •Thorough knowledge of the campus, its resources, infrastructure, policies and procedures. •Significant presentation skills. •Excellent administrative skills. •Skill to collect, organize and analyze relevant statistical data. •Experience with Word, Excel, Adobe Acrobot, FileMaker Pro or other similar database management software, and/or website content management software.
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.