Working @ Haas

Human Resources

Development Associate & Office Manager

Job Title: Development Associate & Office Manager (4722C) #22871
Job ID: 22871
Location: Main Campus-Berkeley
Full/Part Time: Full-Time
Department: Haas Core Programs
Regular/Temporary: Regular

About Berkeley

The University of California, Berkeley, is one of the world's most iconic teaching and research institutions. Since 1868, Berkeley has fueled a perpetual renaissance, generating unparalleled intellectual, economic and social value in California, the United States and the world. Berkeley's culture of openness, freedom and acceptance—academic and artistic, political and cultural—make it a very special place for students, faculty and staff.

Berkeley is committed to hiring and developing staff who want to work in a high performing culture that supports the outstanding work of our faculty and students. In deciding whether to apply for a staff position at Berkeley, candidates are strongly encouraged to consider the alignment of the Berkeley Workplace Culture with their potential for success at http://jobs.berkeley.edu/why-berkeley.html

Application Review Data

The First Review Date for this job is: March 14, 2017

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.


Responsibilities

OVERVIEW
The Development Associate and Office Manager provides comprehensive, administrative support for the Assistant Dean for Development and Alumni Relations and some support for the Director, Corporate Partnerships. Functioning under very general supervision, the incumbent serves as their front-line representative in communications with campus representatives, including Deans, directors of academic departments, and development directors, and with external public figures, including high level Haas School of Business Board members, donors and volunteers. The Associate will be the senior administrative officer managing operations for the Development and Alumni Relations (DAR) unit. Responsibilities include activities in accounting/finance and facilities. The role will also help coordinate communications and internal unit meetings for DAR.

ADMINSTRATIVE SUPPORT

  • Provides information database support primarily using CADS (Campuswide Alumni/Development System). Independently utilizes CADS as the source of campus data on donors, prospects, and volunteers, with confidentiality and discretion. Employs strong analytical skills and the ability to work with complex financial data to interpret donor prospect profiles. Using CADS, Excel, and information systems staff, creates and maintains spreadsheets, including fundraising activity and tracking reports on major donors and prospects.
  • Organizes specialized campus visits of prospective donors with appropriate faculty, students, campus officials, and staff. Schedules appointments, arranging for meals, accommodations, transportation, and escorting around campus. Makes necessary travel arrangements.
  • Arranges and provides support for meetings, including preparation of meeting agenda, production of reports, taking and production of minutes, and oversight of follow-up activities.
  • Works with Events Managers to arrange special events and programs for donors and prospects, such as luncheons, receptions, and dinners. Helps direct attendees at events and provides logistical support to events staff. Occasional weekend and evening attendance is required.
  • Schedules meetings with key donors, volunteers, faculty, and administrators. Arranges meetings, resolving scheduling conflicts. Handles logistics, including travel arrangements, itineraries, and briefing materials.

OFFICE MANAGEMENT/ADMINSTRATIVE OPERATIONS

  • Administers defined operational activities which may include some of the following functions: accounting/ finance, critical support for donor relations, alumni relations and Haas advisory board activities, including administrative support for board meetings and drafting board meeting minutes; scheduling (helping to maintain Asst Dean's schedule and overall master office calendar) and support for Assistant Dean and Director, Corporate Partnerships.
  • Serves as the overall Office Manager for DAR and independently oversees all departmental administrative operations.
  • Administers facilities and space logistics for DAR. Develops and implements procedures for supply inventory and to keep office operations running smoothly.
  • Maintains accurate information on office procedures, office information, and update and maintain staff lists—phone, email and emergency contact lists.
  • Manages vendor relations and contract proposals, helps negotiate purchase terms and amounts, processes purchase orders and amounts, and helps make recommendations on continued vendor relationships.
  • Assists in the design and drafting of organizational website content; drafts external publications and correspondence to external constituents. Research DAR topics as necessary and helps compile draft briefings and presentations.

FINANCE AND ACCOUNTING

  • Gathers and analyzes financial and other resource data of a complex nature. Requires knowledge and application of university policies regarding travel, reimbursement and university facility management; prepares reports or analyses of operational activities, evaluation of current and proposed services, etc., for internal/external constituencies' review and decision-making.
  • Processes accounting. Helps develop and maintain DAR budget and appropriate reimbursement and chartstring assignments. Prepares requisitions.
  • Helps maintain budgets for events. Assists with donor cultivation and recognition events and special projects as assigned.

Required Qualifications

  • Advanced knowledge of Microsoft Office, including Excel and Powerpoint, and good command of technology tools preferred.
  • Prior working experience in Development or Alumni relations or similar capacity. Previous experience working with and stewarding high profile individuals.
  • Working knowledge of common campus-specific and other computer application programs.
  • Solid communication and interpersonal skills to communicate effectively with all levels of staff, both verbally and in writing.
  • Solid organizational skills and ability to multi-task with demanding timeframes.
  • Ability to use discretion and maintain all confidentiality.
  • Ability to use sound judgment in responding to issues and concerns.
  • Strong customer service orientation.
  • Previous office management and event management experience.
  • Knowledge of basic accounting principles.
  • Equivalent experience/training.

Preferred Qualifications

  • Advanced knowledge of internal systems preferred—i.e. CADS, Travel & Entertainment, BAIRS, etc.
  • Knowledge of UC Berkeley and Haas School of Business policies and procedures.

Salary & Benefits

The salary for this full-time career position will range between $21.49-$25.78/hour 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

How to Apply

To apply, please visit http://jobs.berkeley.edu. Please submit the cover letter and resume as a single attachment when applying.

Conviction History Background

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:
http://www.eeoc.gov/employers/upload/poster_screen_reader_optimized.pdf

For the complete University of California nondiscrimination and affirmative action policy see:
http://policy.ucop.edu/doc/4000376/NondiscrimAffirmAct