Staff Jobs

Job Title: Alumni Relations Associate #15232
Job ID: 15232
Location: Off Campus-Berkeley
Full/Part Time: Full-Time
Department: Haas School of Business
Regular/Temporary: Regular
Application Review Date: The First Review Date for this job is: February 22, 2013

This requisition will remain open until filled.

Departmental Overview

The Haas School of Business develops innovative leaders - individuals who redefine how we do business. Berkeley-Haas, the second oldest business school in the United States, educates 2,200 students each year in six degree-granting programs, and hundreds more through executive education programs. A team of 300 staff members support these students, faculty and alumni through work in areas that include Admissions, Student Services, Career Management, Administration, and Development.

Berkeley-Haas offers opportunities to champion new ideas, collaborate across boundaries, and learn continually. Our culture is captured by Four Defining Principles (Question the Status Quo, Confidence Without Attitude, Students Always and Beyond Yourself) that distinguish Berkeley-Haas as a place to learn—and a place to work.

To learn more about the Haas School visit: http://www.haas.berkeley.edu/haas/about/employment.html   

The Alumni Relations Office at the Haas School of Business is charged with engaging and educating its  38,000 alumni, shaping leaders who redefine how business is done. 

The Alumni Relations team, consisting of 11 full-time staff members, also oversees the work of 26 alumni chapters, provides career and online services, manages the “Alumni” website and two virtual, online communities, and connects current students to the alumni community.  Reporting to the director of Alumni Relations (AR), the AR Associate supports the work of the AR unit, assisting their ongoing efforts to engage alumni and other supporters of Berkeley-Haas.

Working with minimal supervision, the Alumni Relations (AR) Associate provides comprehensive, high-level administrative support for the DAR (Development & Alumni Relations) unit.  The associate manages the AR office’s budget and non-event-related accounting needs as well as its inventory.

Responsibilities

ACCOUNTING
•  Works with autonomy to manage, track & reconcile all accounting & financial activity for the Alumni Relations (AR) unit. 
•  Uses a sophisticated level of accounting & financial analysis to evaluate the business needs of the unit. 
•  Gathers & analyzes financial & other resource data from BearBuy, BFS and the TVS system to determine the best method to acquire goods & services.
•  Accurately performs, processes, and monitors high-volume, time-sensitive purchasing and accounting duties, including purchase order (PO) requests, travel & entertainment reimbursements, journal or chartstring transfers, and exceptional approvals, for the unit.
•  Uses campus purchasing card and system (BluCard via BFS 9.0) to make purchases for the unit. 
•  Develops POs for products and services through BearBuy; administers payments and resolves unpaid invoices.
•  Proactively resolves discrepancies in projected and actual expenditures.
•  Creates an annual plan for blanket POs and a schedule of purchases exceeding $5,000.
•   Administers grants to alumni constituency groups and reimbursements to students & volunteers.
•  Functions as an authoritative resource on issues such as resolving complex financial discrepancies & vendor concerns.
•  Establishes &/or refines clear, written accounting procedures for staff and volunteers. 
•  Assures that the AR unit is abiding by campus policies and guidelines; collaborates with Business Services unit to resolve purchasing or travel reimbursement issues.

BUDGETING
•  Tracks, manages, and maintains Alumni Relations expenses in the detailed “master” budget, using multiple accounting systems.
•  Provides preliminary analysis and develops budget recommendations for the unit.  
•  Schedules & leads monthly budget review and planning meetings.

INVENTORY MANAGEMENT
•  Identifies and evaluates current & proposed services/products.
•  Conducts competitive analyses to assess a wide variety of vendors & products; makes purchases as needed.
•  Negotiates contracts with vendors, coordinating with the school’s senior buyer to establish or identify vendors. 
•  Manages & maintains inventory of all AR collateral, including wine, at on-site and off-site locations; proactively determines products needed.  Determines the resources needed to assemble materials for events &/or volunteers.
•  Regularly present this information to members of the AR team for consideration & review.

•  Oversees assembly and distribution of collateral distribution to alumni chapters & volunteers and to other units.  Keeps storage areas tidy, accessible & well-organized. 

•  Manages the assembly, shipment, & distribution of student gifts.

ADMINISTRATIVE SUPPORT
•  Provides administrative support by scheduling meetings, making travel arrangements, preparing support materials, providing logistical information, etc.

•  Assists, as needed, in the design & creation of print & electronic materials.  Other duties as assigned.

Required Qualifications

•  Demonstrated success in processing, reconciling, and tracking accounts payable & receivable, travel reimbursements, and/or contracts.  Proficient administrator of budget and accounting tasks, including PO creation.
•  Demonstrated ability to gather, organize, and perform accounting-related analyses.
•  Keen attention to detail and accuracy.
•  Excellent written and oral communication skills, particularly in a professional academic environment.
•  Demonstrated ability to present financial information in a clear and concise manner.
•  Demonstrated ability to multi-task and prioritize effectively in a fast-paced, service-oriented environment.
•  Demonstrated ability to work independently and as a member of a team with minimal supervision.
•  Excellent time , customer- and project-management skills, including meeting deadlines and responding quickly to inquiries &/or requests.
•  Excellent command of office hardware (e.g. computers, printers, projectors, conference phones) & software, especially Microsoft Office Suite (Word, Excel, Outlook & PowerPoint).
•  Excellent interpersonal skills to communicate effectively with diverse staff.
•  Must be team-oriented, possessing the ability to effectively work with and take direction from multiple colleagues, and collaborate with colleagues, customers, and vendors.
•  Able to comprehend and stay up-to-date, demonstrating full compliance with policies and guidelines from UC, Campus and Haas.
•  Demonstrated record of reliability, including excellent attendance, punctuality, and work ethic.
•  Able to work over-time and some weekends.

Preferred Qualifications


•  Working knowledge of common campus-specific systems & programs (BearBuy, TVS, BAIRS, CADS).
•  Experience with administering email blasts and mail merges.
•  Experience with calendaring software (Outlook, Google calendar, bCal).
•  Experience in an academic environment, particularly one involving alumni volunteers &/or donors.
•  Proficient preparer of travel and entertainment vouchers.
•  Detailed knowledge of University purchasing policies and procedures.
•  Experience in administering online surveys, Web searches, and creative tools (Illustrator, WordPress).

Salary & Benefits

The salary for this full-time career position will range between Step 1: $ 41,448 up to Step 8: $ 48,576 annually plus benefits.

For information on the comprehensive benefits package offered by the University visit:

http://atyourservice.ucop.edu/forms_pubs/misc/benefits_of_belonging.pdf   

Criminal Background Check

This position has been designated as sensitive and may require a Criminal Background Check. We reserve the right to make employment contingent upon successful completion of a Criminal Background Check.

Equal Employment Opportunity

The University of California, Berkeley is an Equal Opportunity/Affirmative Action Employer.

HOW TO APPLY:

UC Berkeley has an online applicant website and no longer accepts applications via mail.

We require applicants to submit a cover letter and resume when applying for this position.

Please submit the cover letter and resume as a single attachment when applying.

To apply, please visit http://jobs.berkeley.edu

Haas School Staff Positions Currently Open