EXECUTIVE SUPPORT FUNCTIONS - 25

% Monitors projects the Executive Director is involved in, identifies and gathers relevant data, maintains deadlines, reminds Executive Director of matters that require immediate attention and offers assistance and analytical support.\nSupports Executive Director's activities with a high level of organization, efficiency, and detail. Prepares briefing materials and correspondence.\nMaintains log of action items, commitments and deadlines arising from ED meetings with the senior leadership team, staff, board, and donors, and proactively surfaces upcoming and overdue items to the Executive Director on a regular cadence.

TRAVEL ARRANGEMENTS AND REIMBURSEMENTS - 25

% Make travel arrangements for Executive Director including booking travel, preparing itinerary, providing supplies, coordinating with trip hosts.\nCompleting complex expense reports per university policies.\nObtain preapprovals and flag issues in advance, as needed.

MANAGEMENT OF EXECUTIVE SCHEDULE AND MEETING COORDINATION - 20

% Proactively manages the Executive Directors calendar to ensure time for EDs priorities, focused work, and travel, consistently re-prioritizing events, meetings and communications daily, weekly, and monthly; assessing and prioritizing the high volume of incoming requests, scheduling large and complex meetings with internal and external stakeholders, tracking requests, resolving conflicts appropriately in timely manner.\nFunctions as the gatekeeper, understanding the requirements of the Executive Director, in order to prioritize issues according to urgency, and to allocate time for scheduled events, travel and meetings.\nManages invitations and RSVPs.\nManages logistics for internal meetings including scheduling, reserving rooms, supporting agenda development, facilitating, note-taking, communicating to key stakeholders, following up on action items, and setting up the appropriate tools and technology, such as Zoom.\nOrganizes ad-hoc committees appointed by the Executive Director on a broad range of issues.\nWith guidance from the Executive Director, responds to sensitive and important issues, and forwards situations and issues presented by board members, donors, staff, faculty and external constituents to appropriate senior staff members for resolution.\nAs delegated, responds to inquiries from faculty, staff, students and the public on behalf of the Executive Director.\nMakes high-level contacts of a sensitive nature, internally and externally, requiring discretion and diplomacy.\nServes as the intake point for requests, decisions, signatures, and follow-up items directed to the Executive Director from staff and the senior leadership team, ensuring these are logged as Asana tasks assigned to the Executive Director rather than communicated through informal channels.\nRedirects requests received outside this process back to the appropriate channel.

ADVISORY BOARD COORDINATOR - 15

% Serves as a liaison with the BAMPFA Advisory Board.\nManages the creation and implementation of the board calendar, including meetings, retreats, social activities, and specified committee meetings.\nStaffs committees as requested.\nHelps/assists/works with the board on any issue they may raise.\nComposes and edits written documents for the Board leadership and committees, such as agendas, summaries, reports, minutes, letters, directives, and visual presentations.\nMaintains accurate board files and records.\nBuilds relationships with board members to effectively serve as a point person on staff by tracking communication preferences, special dates, and interests.\nWorks with the Visitor Experience team to be aware of board visits to the museum to help ensure a warm welcome.\nCoordinates and communicates all details and logistics for board meetings with other staff. This includes preparing pre-reads, presentations, ordering gifts, ancillary materials, and ensuring that gatherings are presented in a professional manner.\nCreates and tracks a guest list of all attendees and makes accommodations for board members as requested.

SPECIAL PROJECTS - 10

% Performs and/or coordinates special projects independently, and/or as a member of a team.

OFFICE COORDINATION AND OPERATIONS - 5

% Oversees and ensures that daily operations run smoothly for the executive's office.\nKeeps Executive Directors office neat and organized, filing documents, both digital and hardcopy, and other materials for efficient retrieval.\nScreens and prioritizes incoming mail for Executive Directors attention.\nMonitors and replenishes office supplies.\nEnsures compliance with all university policies.\nIdentifies and recommends process improvements and administrative practices that enhance the efficiency and effectiveness of the Executive Director's office and its interactions with the senior leadership team as it relates to managing information, projects and communications. Required Qualifications Previous experience performing administrative duties in a fast-paced environment.\nHighly organized with demonstrated skill for planning and prioritizing.\nPolitical acumen and sensitivities to the differing perspectives and political circumstances within all levels of the campus.\nStrong analytical / problem-solving skills.\nWriting, editing, and proofreading skills.\nStrong service orientation.\nAbility to communicate effectively with all levels of staff, faculty, alumni/donors, students, and external constituencies, both verbally and in writing.\nStrong skills in research, analysis, and complex problem solving.\nAbility to work flexibly and multitask with demanding timeframes.\nAbility to use high-level discretion and maintain a high level of confidentiality.\nAbility to work successfully with a team and with one's own initiative. Preferred Qualifications Advising and counseling skills.\nAwareness of and/or ability to learn about BAMPFA and its program goals.\nExperience working at a cultural organization.\nExperience supporting the work of an executive officer.\nThorough knowledge of common campus-specific and other computer application programs or ability to rapidly learn these programs.\nDemonstrated skills in cross-departmental project management and event planning.

Education / Training

Bachelor's degree in related area and / or equivalent experience / training. (Required) 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 annual salary range that the University reasonably expects to pay for this position is $94,316.30 (Step 10) - $100,091.20 (Step 13). This is an exempt, monthly-paid position.\nThis is a full-time (40 hours/week) Career position eligible for UC benefits. How to Apply To apply, please submit your resume and cover letter. Other Information This position is eligible for up to 1 day/week remote work within the United States. Exact arrangements are determined in partnership with your supervisor to meet role responsibilities and department needs and are subject to change.\nThis is not a visa opportunity. This position does not include sponsorship of a new consular H-1B visa petition that would require payment of the $100,000 supplemental fee.\nThis position is governed by the terms and conditions in the agreement for the Clerical & Allied Services Unit (CX) between the University of California and Teamsters Local 2010. The current bargaining agreement manual can be found at: http://ucnet.universityofcalifornia.edu/labor/bargaining-units/cx/index.html Misconduct As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; received notice of any allegations or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer. \"Misconduct\" means any violation of the policies or laws governing conduct at the applicant's previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, as defined by the employer. 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Assistant to the Executive Director, Berkeley Art Museum Pacific Film Archive (4702C) #88190