Staff Jobs

Job Title: Administrative Assistant (4723C) #15700
Job ID: 15700
Location: Main 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: May 13, 2013
Closed 5-27-13

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  

This administrative assistant position will spend 50% of the time with the International Business Development (IBD) program and 50% of the time with the Center for Responsible Business (CRB). Both positions reside at the Haas School of Business.

International Business Development Position Overview:
The purpose of this position is to help with the travel logistics and administration of the IBD program. This person will serve as the intermediary between the IBD teams and the travel agency, and ensure that all travel booked is within the Travel Policy Guidelines. This person should also research and book hotels using the Travel Card – including asking for recommendations from the client/team as appropriate. The person will also prepare all reconciliation paperwork related to the travel bookings and document, per team, totals paid related to travel. In addition, this person will help with general back-office duties, such as invoice, accounts receivable processes, and contracting with program clients.

Center for Responsible Business:
Under supervision from the Executive Director, the Administrative Assistant provides comprehensive administrative support to the Executive Director, Associate Director and Program Manager and works on specialized projects as assigned. Major duties include general office support, editing, accounting, project assistance, and event assistance. The Administrative Assistant will perform most or all of the duties listed below.

Responsibilities

IBD TRAVEL
a. Lead the IBD travel booking process. This includes working with the travel agent to create draft itineraries for each IBD team, and using the travel card for hotel bookings.
b. Handle all paperwork associated with travel bookings, invoices, and reimbursement
c. Interact with MBA students regarding their travel plans

IBD ACCOUNTING RESPONSIBILITIES
a. Draft invoices and track accounts receivable
b. Prepare purchasing, travel and entertainment reimbursements
c. Maintain spreadsheet that shows costs associated with each MBA team, including invoices sent, payments receives, costs incurred, etc.
d. Handle all contracting with IBD clients

CRB ADMINISTRATIVE/GENERAL OFFICE SUPPORT
a. Provide administrative support (including booking rooms, calendaring, taking notes) and undertake special projects as assigned by the Program Manager, Associate Director and Executive Director.
b. Assist with mail, faxing and Federal Express needs as requested.
c. Edit and format PowerPoint presentations.
d. Maintain accurate data files on all current Senior Advisory Board and Alumni Advisory Board Members, and other contact lists.
e. Lead CRB team scheduling (meetings with multiple CRB team members- team meeting, interviews, etc.). including Outlook meeting invites and space reservations
f. Schedule and coordinate logistics of all Alumni and Senior Advisory Board meetings.
g. Set up new e-filling system for office.
h. Support specific CRB student programs / activities (e.g., HSRIF, Alumni Scholarship)

CRB ACCOUNTING RESPONSIBILITIES
a. Prepare purchasing, travel and entertainment reimbursement requests for Center expenditures.
b. Prepare financial reports for Center detailing expenses, deposits to accounts, and other information as requested. Reconcile detail reports and produce monthly BAIRS (financial) and ad hoc reports as needed.
c. Maintain spreadsheets to track spending by project.
d. Process gifts from Center donors. See that donor gifts are deposited into the correct account and acknowledged in a timely manner. Monitor gifts from Sponsors and invoice annually.

CRB EVENT SUPPORT
a. Maintain Center calendar of events. Book conference room reservations for meetings or events.
b. Assist in preparation of event-related materials (create flyers, tent cards, name badges).
c. Track and maintain event registration system.
d. Attend some events and help with set up and registration.
e. Learn and maintain Eventbrite Event Management system (input data, run reports etc.)
f. Support events by proactively ordering food, reserving space, sending out Outlook invitations to CRB team)
g. Support team fun factor by planning social events, celebrating birthdays etc.

CRB COMMUNICATIONS SUPPORT
a. Maintain and edit database of Center contacts
b. Support the process of developing the Center’s quarterly e-newsletter.
c. Learn and maintain Constant Contact software used to send newsletter
d. Make edits/updates to Center website

Required Qualifications

• Two or more years of relevant experience or equivalent combination of education and experience.
• Must be able to communicate effectively both in writing and verbally.
• Advanced word processing, spreadsheet, database, power point skills. Must be well-versed in software such as Microsoft Excel, Microsoft Word, and the ability to learn other software as required, such as Adobe Dreamweaver.
• Working knowledge of financial transactions and financial systems with experience in accounts payable and/or working with ledgers.
• Outstanding organizational skills and the ability to handle multiple tasks, set priorities, manage time efficiently and meet deadlines, and solve problems.
• Attention to detail and able to perform consistently and with a high degree of accuracy.
• Capable of working independently and as a team member.
• Excellent interpersonal skills for working with various constituencies.

Preferred Qualifications

• Experience working with MBAs
• Experience booking international travel – global knowledge
• Experience with back-office processes, especially UC-level
• Experience with or ability to quickly attain knowledge of the Berkeley Financial System (BFS) and BAIRS
• A can-do attitude
• Education/Training: AA or BA

Salary & Benefits

The salary for this fulltime career position will range between Step 1: $36,732 annually up to Step 8: $42,792 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   

Other Information

This administrative assistant position will spend 50% of the time with the International Business Development (IBD) program and 50% of the time with the Center for Responsible Business (CRB).

This is a fulltime, career position that is classified as a (_) Assistant II.

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