Working @ Haas

Human Resources

Administrative Assistant Office Manager/ Event Specialist

Job Title: Administrative Assistant Office Manager/ Event Specialist (4722C) #24574
Job ID: 24574
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

Application Review Date

The First Review Date for this job is: February 28, 2018.

Departmental Overview

The Haas School Business ("Berkeley Haas") is one of the per-eminent business schools in the world. The school employs ~ 80 FTE ladder faculty, 130 professional faculty and 230 FTE staff serving 2,200 students in six degree programs—three of which are "self-supporting." In addition, the school is home to a strong and growing Executive Education unit which serves both domestic and international executives. Berkeley Haas supports a multitude of research, teaching and public service institutes as well as two research laboratories, the Long Business Library, and an on-site café. Staff is organized across many functions including admissions, career services, computing, financial aid, student affairs, payroll, business services and facilities. The school provides business and financial leadership/expertise to the campus and is served by an international advisory board of business and industry leaders.


The Administrative Assistant is part of the Dean's Office within the Haas School of Business. Under minimal supervision from the Sr. Assistant Dean/COO provide comprehensive administrative and analytical support to the Assistant Deans. Major duties include calendar management, project management, editing, accounting, and travel arrangements. The Administrative Assistant will perform all of the following duties.

Administrative Support/Project Management
Provide administrative and project management support for the Sr. Assistant Dean/COO, Chief Financial Officer and the Sr. Assistant Dean for Instruction

  • Track and manage projects as directed by Assistant Deans.
  • Manage and coordinate the Assistant Deans’ calendars ensuring that meetings are scheduled and cancelled based on knowledge of the subject and attendees.
  • Ensure that all necessary documentation relating to meetings, including information on attendees, are organized and brought to the Assistant Deans in a timely manner, such as agendas, briefing notes, handouts, etc.
  • Coordinate and make complex travel, hotel, and meal reservations for the Assistant Deans and visitors.
  • Assist the Assistant Dean for Budget and Operations with strategic space planning activities.
  • Organize paper files by modifying or creating new file folders, file documents accordingly and shred confidential documents as instructed.
  • Obtain paper mail items on a daily basis and alert Assistant Deans of important, timely letters.
  • Copy/ Scanning.
  • Fedex, incoming and outgoing mail.
  • Ordering supplies, books, etc.
  • Make copies and distribute outgoing correspondences as instructed.
  • Make phone calls and send email messages on behalf of the Assistant Deans.
  • Perform ad hoc analysis as requested, such as, Haas guest parking needs, annual administration survey analysis, etc.
  • Coordinating interviewing process for various searches(ED positions, Financial Analyst positions, etc) schedule phone screening, schedule in person interviews and writing samples, collect feedback from interview panels, compile feedback for search committee.
  • Monitor COO Budget: provide chart-string when requested / approved by CC, periodically check the balance.
  • Serve as point person for Dean’s Office events including set up/wrap up and greeting visitors.
  • Room reservations, agendas, prep/distribute materials.

Perform accounting tasks using the Berkeley Financial System (BFS). Reimbursement requests must be submitted promptly, with the appropriate follow-up to ensure completion. Accounts payable and Accounts receivable

Processing of Workfit Invoices (IOC form to RSF)
Travel and reimbursements: collect receipts from the Assistant Deans and process the reimbursement following current campus procedures. For travel reimbursement, complete a paper travel voucher form, taking into account private car mileage, the complex regulations for foreign travel, currency conversion, etc. Enter the expenditure information using BFS, ensuring use of the correct chartstring, and forward it for approval. Differentiate among the appropriate fields for travel expenses. Keep back-up copies of receipts and Purchase Order Numbers, sending originals to the travel desk. Call help-desk for advice, and share solutions with other staff.

Help Assistant Deans manage accounts: track expenses and provide summaries of accounts as requested.

Purchase Orders: serve as person for processing purchase orders associate with Dean’s Office events. Work closely with the Dean’s Office receptionist/event planner to ensure the timely processing of invoices.
Special Projects(i.e. University Club discounts slots, baseball tickets from Athletics, spreadsheets, analysis, etc.


  • Work on special programs as assigned.
  • Attend classes which will enhance expertise in job areas.
  • Serve on departmental and campus-wide committees as appropriate.
  • Participate in activities that enhance the campus community and/or larger community to further University service.
  • Maintain knowledge of (unit name) business processes in order to provide back up to other support staff in the unit.

Required Qualifications

  • Outstanding organizational, planning, project management and interpersonal skills.
  • Advanced word processing, spreadsheet, database, PowerPoint skills (MS Office preferred).
  • Intermediate scheduling skills.
  • Must be able to exercise good judgment in decision-making.
  • Must be detailed-oriented.
  • Must be able to work independently as well as be an integral member of a team-oriented office.
  • Experience with on-line accounting systems.
  • Must be able to handle the coordination of multiple events/tasks and prioritize work.
  • Successful completion of a criminal background check.
  • Demonstrated commitment to outstanding customer service.
  • Ability to maintain confidentiality.
  • Ability to interpret policies and identify relevant issues.
  • Ability to successfully function in a complex institutional environment.
  • Demonstrated strong written, editing, and verbal communications skills, with excellent interpersonal skills.
  • Ability to prioritize and deal with last minute urgent requests.
  • Ability to accept detailed tasks and assignments given orally.
  • Applies basic knowledge of School initiative and programs to ensure that the Assistant Deans’ time are schedule appropriately.
  • Applies basic knowledge of School and University organization to resolve routine problems.
  • Applies basic knowledge of financial policies to process invoices through BFS.
  • Applies basic knowledge of electronic calendaring to provide scheduling support.
  • Applies basic knowledge of standard filing practices.

Preferred Qualifications

  • UC campus experience.
  • A thorough understanding of University policies and procedures.
  • Experience with the Berkeley Financial System (BFS).

Salary & Benefits

Salary is commensurate with experience.

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

How to Apply

To apply, please visit Please submit your cover letter and resume as a single attachment when applying.

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:

For the complete University of California nondiscrimination and affirmative action policy see: