We're Hiring! - Office Manager & Events Coordinator Wanted!
Departmental Overview
The Berkeley Center for New Media (BCNM) is a focal point for research and teaching about new media, led by a highly trans-disciplinary community. Our mission is to critically analyze and help shape developments in new media from cross-disciplinary and global perspectives that emphasize humanities and the public interest. Located at a global center for design and information technology, and based in a public research university known for alternative thinking, BCNM supports academic modes of scholarship while encouraging unorthodox artworks, designs, and experiments.
The Arts Research Center (ARC) is a think tank for the arts. It acts as a hub and a meeting place, a space for reflection where artists, scholars, curators, and civic arts leaders from a variety of disciplines can gather and learn from one another. ARC advances but also challenges the “cross-disciplinary” ethos in contemporary art practice by bringing innovators in the fields of visual art, public art, dance, theatre, music, architecture, film, creative writing, photography, and social practice into dialogue and debate. Participants share different histories, test perceptions of skill and innovation, and analyze the economic circuits and support systems that constrain and enable cross-disciplinary art practice
Responsibilities
The Office Coordinator supports the operations of the Berkeley Center for New Media (BCNM) at 30% time and the Arts Research Center (ARC) at 20% time. Led by several prominent and energetic UC faculty, with support from associate staff directors, these dynamic campus units conduct research, produce lectures and symposia, award faculty and student fellowships, host visiting scholars, and, in the case of the Berkeley Center for New Media, offer a Designated Emphasis for PhD students, a Certificate for Masters students and an unofficial undergraduate certificate for the undergraduate population. The BCNM also offers select courses each semester. Over 100 faculty and students from numerous departments are represented by the two units including Anthropology, Architecture, Art Practice, Boalt Law School, Comparative Literature, Computer Science, Education, Electrical Engineering, Ethnic Studies, Film & Media, French, Geography, History, History of Art, Performance Studies, Rhetoric, Spanish & Portuguese, Sociology, among others.
Supporting the BCNM and ARC, the position provides for diverse administrative and financial services, financial and grants tracking, events planning, and communications. The position reports to the BCNM & ARC associate directors. Weekend and evening hours should be anticipated to support events.
Administration and Finance:
This position provides essential administrative and financial coordination, maintaining office efficiency and building a successful office environment by organizing and developing office operations and procedures.
Administrative duties include providing assistance to the BCNM & ARC associate directors, keeping the office efficient and organized, managing communications related to the office, ordering supplies, and managing facilities, technical services and equipment. Troubleshoots website issues and works with campus IT in resolving them.
Finance responsibilities include management of payments and reimbursements, fund transfers, producing monthly financial and quarterly budget reports, facilitating deposits, and tracking actual expenses for annual budgeting. The Office Coordinator performs duties in campus systems such as Berkeley Financial System (BFS), Berkeley Administrative Initiatives Reporting System (BAIRS), Student Information Systems (SIS) and BearBuy. He/she coordinates with Campus Shared Services to process purchase orders, honoraria, travel and entertainment reimbursement requests, transfers, and deposits, following proper policies and procedures. Also maintains filing systems and writes and updates procedural manuals.
Grant Information and Correspondence:
The Office Coordinator works with BCNM/ARC faculty and staff to collect grant application materials, draft and organize grant-related correspondence, and manage grant-related spreadsheets to maintain timely and accurate information on applications, awards, recipients, and project progress.
Events and Meetings:
The Office Coordinator works with BCNM/ARC faculty and staff to execute large and small public events, conferences, and meetings. Assists in the organization of supplies procurement, air travel and local transportation, space and audio-visual arrangements, catering, and hotel accommodations. He/She is directly responsible for ensuring the distribution of print collateral, directing volunteers, managing events on-site, and processing reimbursements. Also manages event calendar and room reservations for BCNM Commons and the ARC 205 Conference Room. Understands and complies with university and granting agency policies and procedures. Ensures that costs are allowable, are within budget, and are appropriate. Obtains required campus permits.
The Office Coordinator functions as part of the BCNM and ARC team and provides back-up and assistance to other BCNM and ARC staff as needed. Facilitates cross-training in the office by training work-study and other BCNM/ARC staff.
Required Qualifications
• Demonstrated ability to manage multiple tasks and responsibilities simultaneously under general supervision
• Ability to establish priorities and meet multiple deadlines independently.
• Demonstrated ability to solve complex operational problems with creativity.
• Highly developed interpersonal communication skills.
• Excellent verbal and written communication skills.
• Computer proficiency in MS Office (Especially Excel and Word), Calendar, and the internet.
• Knowledge of a variety of administrative operations activities such as event planning, basic fundraising, accounting
• Demonstrated ability to perform business transactions with a high degree of accuracy.
• Ability to use and learn multiple software programs and online systems.
• Demonstrated skills in the areas of customer service; organization and attention to detail.
• Ability to maintain positive working relationships with diverse groups.
• Willingness and ability to take on new assignments and learn new skills as required.
• Ability to handle sensitive/confidential information with good judgment, tact, and discretion.
• Must be able to work some evenings and weekends.
Preferred Qualifications
• Understanding of University rules and regulations, processes, protocols, and procedures for budget account and fund management
• Knowledge of financial analysis and reporting techniques
• Knowledge of common University-specific computer applications and programs
Salary & Benefits
Hourly Salary Range: $21.49 - $26.71
Salary will be commensurate with experience.
For information on the comprehensive benefits package offered by the University visit:
http://ucnet.universityofcalifornia.edu/compensation-and-benefits/index.html
How to Apply
Please submit your cover letter and resume as a single attachment when applying at http://jobs.berkeley.edu. This position has the job ID 25058.
Other Information
This is a one year, 20 hour per week contract position with the possibility of extension.
This position will be benefits eligible.
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