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Program and Finance Assistant (4723C), South Asian Studies - 34819 About Berkeley

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.

Departmental Overview

The Institute for South Asia Studies (ISAS) is an Organized Research Unit (ORU) at the University of California, Berkeley. It is the locus of activity for faculty, students and other researchers working on South Asia. The Program and Finance Assistant of the ISAS has chief responsibility for all aspects of office, programs, and financial management of an organized research unit, as well as for processing book orders, maintaining inventory, and tracking sales of the ISAS publications. The Program and Finance Assistant will work under the supervision of the Executive Director.

Application Review Date

The First Review Date for this job is: May 10, 2022.

Responsibilities

Office Management and Program Assistant

• REPRESENTATION OF THE CENTER:
  • Staff the ISAS reception desk, main phone line, and central email account.
  • Respond to written, telephone and drop-in inquiries about ISAS and South Asia-related matters, ISAS grant programs, events, areas of faculty expertise, graduate and undergraduate programs, Institute support opportunities and outreach.
  • Must be very familiar with all ISAS activities and programs in order to answer questions accurately.
  • Must be familiar with all ISAS-affiliated faculty.
  • Professionally and courteously greet and host faculty, visitors, lecturers, and students.
• PUBLICITY & EVENT COORDINATION:
  • Assist with the production of ISAS materials as needed.
  • Assist with conferences and speakers.
  • Take digital photos of visitors and events for ISAS newsletter.
  • Assist with the organization of receptions and other events throughout the semester.
  • Will need to work evenings or weekends to assist with events.
• ADMINISTRATION:
  • Ensure that all ISAS equipment performs efficiently.
  • Place appropriate maintenance requests and follow up until completed.
  • Write correspondence and follow up with calls and requests as requested by the Chair.
  • Manage mailings, shipments, and supply ordering.
  • Maintain central filing system, office supply inventory, and storage organization.
  • Make restaurant and travel arrangements for faculty and staff as needed.

Financial

• PROVIDE ESSENTIAL ADMINISTRATIVE AND BUDGETARY SUPPORT:
  • Provide comprehensive knowledge and administrative support in matters of accounting, personnel support, purchasing, forms processing.
  • Provide all payments to outside vendors in BFS.
  • Prepare entertainment and travel reimbursements for students, faculty, staff, and visitors on the online payment system.
  • Prepare honorarium for guest speakers.
  • Prepare and track program budgets.
  • Maintain expense spreadsheet to track major expenses such as phone/fax bill, supplies, mailing costs, and parking.
  • Make sure all transactions are matched appropriately with correct flex codes.
• MANAGE ALL TRANSACTIONS WITH OTHER CAMPUS DEPARTMENTS:
  • Prepare IOC for payment of parking permits, technology equipment and services, room rentals, etc.
  • Receive and provide account information for co-sponsored events.
  • Maintain spreadsheet of all financial contributions committed to other departments, faculty and students.
  • Work with Budget Analyst to create needed flex codes and make sure funds are being used according to budget.
  • Provide IAS with documentation of all transactions involving ISAS funds.

Publications

• PROCESS BOOK ORDERS:
  • Receive orders for ISAS books (by mail, e-mail, fax, phone, walk-in), prepare invoices for orders, package and ship books to customers.
• PROVIDE ACCOUNTING AND INVOICING:
  • Maintain electronic and paper files of customer orders and invoices.
• MONITOR INVENTORIES:
  • Keep track of inventory and let editor know when a title is going out of stock.
  • Inform webmaster of new publications for posting, and provides materials to them.

Required Qualifications

• Working knowledge in administrative procedures and processes including word processing, spreadsheet and database applications.
• Requires verbal and written communication skills, active listening, critical thinking, multi-task and time management skills.
• Knowledge of and/or ability to learn campus and UC policies relating to purchasing, invoicing and payments for services.
• Must be organized and detail-oriented.

Education

• High school diploma and/or equivalent training or experience.

Preferred Qualifications

• Interest in South Asia.
• Bachelor's Degree and/or equivalent years experience/training.

Salary & Benefits

• This is a full-time (40 hours/week), career position, eligible for full UC benefits.
• This position is a non-exempt, bi-weekly paid position. Hourly pay for this role is commensurate with experience within the range of $22.73- $23.22 (Step 1.0 - Step 2.0).
• For information on the comprehensive benefits package offered by the University visit: https://ucnet.universityofcalifornia.edu/compensation-and-benefits/index.html

How to Apply

Please submit your cover letter and resume as a single attachment when applying. Please upload the document in the Resume section, then skip the (optional) Cover Letter upload section.

Other Information

This is a hybrid position, with 25% remote work eligibility.

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:

https://www.eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.pdf
For the complete University of California nondiscrimination and affirmative action policy see:
http://policy.ucop.edu/doc/4000376/NondiscrimAffirmAct



To apply, visit https://careerspub.universityofcalifornia.edu/psp/ucb/EMPLOYEE/HRMS/c/HRS_HRAM.HRS_APP_SCHJOB.GBL?Page=HRS_APP_JBPST&Action=U&FOCUS=Applicant&SiteId=21&JobOpeningId=34819&PostingSeq=1





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