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Application Review Date
The First Review Date for this job is: November 14, 2019
The Departments of African American studies, Gender & Women's Studies, and Ethnic Studies, also referred as the AGES Cluster in Social Sciences perform as an administrative unit. These three academic entities serve a total of approx. 300 undergraduate majors, 150 minors, two graduate programs (Af-Am/ES), and one Graduate Designated Emphasis, 33.5 Senate Faculty FTE and 30 lecturers, with 12 Visiting Scholars and PostDocs, one Library, three Academic Librarians, and 24 student assistants. Under the oversight of the Director of Administration, the incumbent Program Coordinator in Ethnic Studies will manage the day-to-day administrative operations of the Main Office, in support of the Department and its' four imbedded Programs - Asian American and Asian American Diaspora Studies, Chicano Studies, Native American Studies, and Comparative Ethnic Studies.
The incumbent will support a variety of tasks, in assistance to the Chair, and will provide frontline support and customer service. In collaboration with the AP Analyst for the Cluster, the incumbent will assist with appointments, communications, and system support of all Academic Student Employees (ASEs) for the Cluster.
With the Chair, Program Coordinators, and/or faculty, plans and organizes internal business related functions including seminars, symposia, workshops, special lectures, VIP visits, and public facing events for Ethnic Studies.
Tasks include creating itinerary for visitors and scheduling meetings with ES faculty, as appropriate.
Providing hospitality and any catering needs; making travel and lodging arrangements; completing appropriate honoraria documentation/vendoring, as needed; create working budget for individual events and maintaining historical records for recurring events.
Oversees and ensures the daily administrative operations of the Ethnic Studies Main Office and department.
Provides front line support and accurate information to students, visitors, faculty and staff.
Functions as gatekeeper, understanding departmental processes, in order to respond to issues according to urgency and to allocate time for scheduled events, travel, and meetings.
Handles the details of various confidential and non-confidential matters for the Chair.
Responds to inquiries from faculty, staff, students, and the public on the behalf of the Department via telephone, e-mail, and hardcopy correspondence. Reviews campus operations policies and procedures and invokes them, as appropriate.
Orders supplies and is Key Custodian for Ethnic Studies, maintain department keys and documenting established access/assignments.
In collaboration with the Academic Personnel Analyst in the Cluster, provides support with appointments, communications, and system support (UC Path/Smartsheet) for Academic Student Employees for the Cluster (GSIs, GSRs, Readers).
Update departmental website, as needed.
Special projects as needed in support of Director of Administration and/or Chair.
Experience with Microsoft Office Suite.
Well-developed organizational, multi-tasking, coordination, and problem-solving skills.
Solid communication and interpersonal skills to communicate effectively with all levels of staff, faculty, students, and the public verbally and in writing.
Ability to use discretion and maintain confidentiality.
Experience with Event Planning on a small scale.
Demonstrated ability to work individually and as part of a team.
Strong attention to detail and thoroughness in work product.
BA/BS degree or related and/or equivalent experience.
Familiarity with Google Suite, Smartsheets, Cal Answers, UC Path, CalTime, Connexxus, Bearbuy, and Direct Bill.
Salary & Benefits
This position is a non-exempt, bi-weekly paid position. Hourly pay for this role is commensurate with experience within the range of $24.17 - $25.88, Steps 1.0 - 4.0.
For information on the comprehensive benefits package offered by the University visit:
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.
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