Academic Senate Administrative Assistant (4722C), Academic Senate #88765 University of California Berkeley - 4.2 Berkeley, CA Job Details Full-time $32.11 - $34.39 an hour 14 hours ago Benefits Travel reimbursement Qualifications Confidential information handling Database systems Higher education administration Word processing Spreadsheets Academic institution experience Privacy law Family Educational Rights and Privacy Act (FERPA) Experience at colleges/universities University experience Full Job Description Academic Senate Administrative Assistant (4722C), Academic Senate #88765 About Berkeley At the University of California, Berkeley , we are dedicated to fostering a community where everyone feels welcome and can thrive. Our culture of openness, freedom, and belonging makes it a special place for students, faculty, and staff, who are among the most talented and accomplished anywhere, including Nobel laureates, Pulitzer Prize winners, and MacArthur Fellows. Since our founding in 1868, we have been an engine for innovation - driving intellectual, economic, and social progress that benefits California, the U.S., and beyond. Together, we change the world. At Berkeley, the best careers are built on a foundation of continuous learning and growth . We actively support professional development by providing all full-time staff employees with at least 80 hours of paid time per year and provide space for supportive colleague communities via numerous employee resource groups. We invite applicants who are inspired by our Principles of Community and who are eager to be part of our exciting Strategic Plan , which charts Berkeley's next era of excellence. Learn more about some of our accomplishments at Points of Pride . Departmental Overview The Berkeley Division of the Academic Senate represents Berkeley faculty in the shared governance of the University of California. The Academic Senate is empowered by the Regents to determine academic policy, set conditions for admission and granting of degrees, advise the Chancellor on the campus budget, authorize and supervise courses and curricula, and advise the administration on faculty appointments, promotions, and budgets. Position Summary In this position, the Academic Senate Administrative Assistant manages or performs administrative services or the full general operations of an academic or non-academic organization. Administrative services include activities in finance and human resources and may also include IT, facilities, or student services. General management includes long- and short-range strategic planning to determine the mission and to direct all activities of multidisciplinary departments through subordinate management staff. Responsibilities 40% Provides administrative support to the Divisional Council and Committee on Faculty Awards & Lectures (FAL), for meetings of the Division. Compiles and distributes agendas; drafts minutes and annual reports; serves as liaison to committee analysts to compile committee comments on issues; manages records, documents, and archives. Coordinates all logistical aspects of meetings of the Division, including facilities, audio-visual equipment, and recordings, and web postings. Prepares correspondence and other written materials for department management and/or faculty, requiring some specialized knowledge of the subject matter. Edits and proofreads written materials for content consistency. 25% Oversees and ensures the daily administrative operations run smoothly for the executive's office. Provides administrative support for the chair and vice chair of the Senate; receives, assesses, and takes appropriate action on requests, communications, and compiles briefing materials. Forwards situations and issues presented by staff, faculty, and external constituents to appropriate staff members for resolution. Participates in the development and implementation of efficient and effective systems for managing information, projects, and communications to ensure accurate and timely responses. 20% Functions as the gatekeeper, understanding the requirements of the executive, in order to prioritize issues according to urgency and to allocate time for scheduled events, travel, and meetings. Makes high-level contacts of a sensitive nature, internally and externally, requiring discretion and diplomacy. Compiles agenda items for standing meetings of Senate leadership and campus administrators, including the Chancellor, Executive Vice Chancellor, and Provost (EVCP). Handles the details of a variety of routine matters on behalf of the chair and vice chair. Responds to inquiries from faculty, staff, students, and the public on behalf of the chair and vice chair regarding campus operations, policies, and procedures; refers matters on behalf of the chair. Acts as the first point of contact in the Senate office. Tracks business items directed to the chair and vice chair; participates in ongoing briefings and debriefings with the chair and vice chair in order to document disposition of business items. Organizes ad hoc committees appointed by the executive on a broad range of issues. Provides administrative support to special committees and task forces appointed by Divisional Council. Researches, compiles, and summarizes issues, policies, and topics; provides background information, talking points, and briefing materials for the executive. Compiles briefing materials for Academic Council meetings; conducts research as needed by chair, vice chair, or executive director. 10% Coordinates award receptions, and town hall/forums as needed. Handles logistics and reservations, prepares programs and briefing materials, manages publicity, and coordinates gifts in accordance with UC entertainment policy. Handles travel and accommodations as needed for events and prepares travel reimbursements. 5% Provides administrative support to other Senate committees as assigned. Coordinates the nomination and selection processes for Divisional and systemwide Senate awards. Edits and finalizes Senate memorials for publication by the systemwide Academic Senate in In Memoriam, liaising with units, the Academic Personnel Office, and others. Obtains permissions as needed. Required Qualifications Thorough knowledge of administrative procedures and processes, including word processing, spreadsheet, and database applications, and campus-specific applications. Thorough knowledge and some experience in merging multiple PDF files into a single, cohesive document, and adding headers, footers, and page numbers. Requires good verbal and written communication skills, active listening, critical thinking, multi-tasking, and time management skills. Must be able to communicate effectively with all levels of staff, faculty, alumni/donors, students, and external constituencies. Familiarity with processes, protocols, and procedures, including travel and entertainment policy, in a higher education environment. Knowledge of federal regulations such as the Family Educational Rights and Privacy Act (FERPA). Political acumen and sensitivity to the differing perspectives and political circumstances at all levels of the campus, as well as within the UC Office of the President and external constituencies. Ability to use high-level discretion and maintain a high level of confidentiality. High school diploma and/or equivalent experience. Salary & Benefits For information on the comprehensive benefits package offered by the University, please visit the University of California's Compensation & Benefits website. Under California law, the University of California, Berkeley is required to provide a reasonable estimate of the compensation range for this role and should not offer a salary outside of the range posted in this job announcement. This range takes into account the wide range of factors that are considered in making compensation decisions, including but not limited to experience, skills, knowledge, abilities, education, licensure and certifications, analysis of internal equity, and other business and organizational needs. It is not typical for an individual to be offered a salary at or near the top of the range for a position. Salary offers are determined based on final candidate qualifications and experience. The budgeted hourly range that the University reasonably expects to pay for this position is $32.11 (Step 1) - $34.39 (Step 4). This is a non-exempt, bi-weekly paid position. This is a 5-month, full-time, Limited [temporary] position that is eligible for UC benefits.