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.
Application Review Date
The First Review Date for this job is: July 8, 2020
This listing will be open until filled.
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.
The Academic Senate is seeking an Administrative Assistant to provide support to the Chair, Vice Chair, and Executive Director. The position ensures administrative and office processes run smoothly in the office and manages complex calendars for the Chair and Vice Chair and provides administrative support to committees and events.
Provides administrative support to the Divisional Council and 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.
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, including scheduling requests; maintains complex electronic calendar for the chair and vice chair; 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.
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 and 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 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. Coordinates receptions, dinners, and town hall/forums as needed. Handles logistics and reservations, prepares programs and briefing materials, handles publicity, and coordinates gifts according to UC entertainment policy. Verifies billing and prepares financial documentation; makes and reconciles purchases with UC Event Planner Card. Handles travel and accommodations as needed for events and prepares travel reimbursements. 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, Academic Personnel Office, and others. Obtains permissions as needed.
High school diploma and/or equivalent experience/training
Thorough knowledge in administrative procedures and processes including word processing, spreadsheet and database applications, and campus-specific applications. 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 campus processes, protocols and procedures, including travel and entertainment policy.
Knowledge of federal regulations such as FERPA.
Political acumen and sensitivities to the differing perspectives and political circumstances within all levels of the Campus as well as the Office of the President and external constituencies.
Ability to use high-level discretion and maintain a high level of confidentiality.
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 see:
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.