University of California, Berkeley · 6 hours ago
Secondary Program Assistant (4722C), Center for Educational Partnerships, Puente Project - #83879
Berkeley, CA
Full-time
Onsite
New Grad, Entry Level
$32.01/hr - $36.71/hrThe University of California, Berkeley is a world-leading institution dedicated to equity and social justice in education. They are seeking a Secondary Program Assistant to provide clerical and administrative support for the Puente Project, ensuring effective event management and communication for stakeholders involved in supporting students' educational journeys.
Higher Education
No H1B
Responsibilities
Coordinates all logistical aspects of Secondary Program Puente Institutes, regional and statewide professional development conferences, Student Leadership Conferences, Staff Meetings, and other professional development and student-focused events statewide
Attends Puente trainings/events and provides day-of logistical assistance
Oversees administrative and logistical arrangements for conferences involving multiple parties, receiving limited direction. Determines special room and equipment needs
Follows up on vendor contracts with venues, assists in securing event locations, plans catering menus, arranges audio-visual equipment, secures overnight accommodations, and ensures appropriate meeting room setup
Assists with printed material preparation (name tags, conference programs, and collateral materials) and with the collection of post-event evaluations
Calendars meetings and tracks logistics progress
Coordinates arrangements for on-campus visits/events that include tours, classroom visits, parking, and catering
Develops and monitors event invitations and registrations utilizing technologies such as Google Forms, Constant Contact, Whova, Zoom, and the like, including managing invitations and registration/attendees lists and administering email invitations and reminders
Stays current on updates and innovations to better support the use of digital platforms for Puente professional development events and student conferences
Through the development and application of media tools, ensure that various stakeholders are informed about Puente’s statewide impact, activities, and work in supporting students’ journeys to and through higher education
Drafts, edits, and formats various written materials, including correspondence, reports, agendas, and presentations
Manages the development and distribution of the Secondary Program's monthly newsletters to primary stakeholders
Maintains Puente Secondary Program listservs, Google Groups memberships, school calendars, and databases of current participants and alumni; develops matrices to track and organize program information concisely
Sets agendas and provides note-taking for weekly Secondary program meetings
Manages Secondary Program's contributions to the Puente website
Prepares responses to information requests on various operational issues, gathering and providing information, or directing the information inquiries to the appropriate staff member
Prepares materials and detailed reports for meetings, conferences, and workshops
Disseminates other relevant communications to staff as needed
Assists in implementing programs and projects through coordination and tracking measures
Conducts preliminary informational research and data gathering from diverse sources
Schedules and arranges for duplication and mailing processes to meet timelines
Oversees the procurement and distribution of various printed and electronic publications
Keeps track of marketing inventory and fulfills school requests for information, including publications and other collateral items
Maintains office equipment and supply inventory
Participates in requisite training and stays informed about UCB financial processes; works closely with the Associate Director of Administration to ensure adherence to UCB guidelines and processes
Provides purchasing, procurement, and reimbursement support to Directors and Puente Secondary Program staff
Prepares purchase orders by researching and recommending vendors/prices/equipment, and may identify substitutes
Compiles travel, meeting, and entertainment reimbursements utilizing the UCB procurement systems
Ensures vendor payments are handled in a timely manner
Develops event budgets and ensures the budget pre-approval process is applied to all conferences and events
Manages purchases on BluCard for the Unit
Reconciles credit card purchases in the Berkeley Financial System (BFS)
Onboards new contractors through Berkeley Supplier Registration
Attends monthly Puente Admin Unit and quarterly Student Affairs divisional meetings
Attends classes, seminars, and conferences that enhance expertise and professional development
Other duties as assigned
Qualification
Required
Thorough knowledge of administrative procedures and processes including word processing, spreadsheet, and database applications
Demonstrated ability to work effectively and collaborate with individuals and groups from a wide range of backgrounds, experiences, and perspectives. That includes faculty, students, administrative staff, and constituents
Excellent organizational skills, problem solving, and time-management skills
Ability to work independently, and as a member of a team, problem solve, and set priorities
Outstanding written and verbal communication skills and the ability to clearly convey factual material
Must have skills and capacity to adjust to change, and competing work pressures
Demonstrated ability to maintain confidentiality, and professionalism in a highly visible role
A high level of proficiency with Microsoft Office Suite, Google Suite applications, calendaring/registration systems, and ability to learn other software and systems as required
Demonstrated competence in the use of spreadsheets and databases
Strong knowledge and demonstrated skill editing files with Adobe Creative Suite-InDesign, Photoshop, Illustrator and Canva
Demonstrated skills in web design and website content management systems such as Wix
Experience with managing engagement on social media platforms, including Twitter, Facebook, Instagram, Google+, YouTube. Edits and adds closed captions on Youtube material
Some evening and weekend availability for off-site events and meetings that occur outside the hours of 8am-5pm
Ability to travel within California
High school diploma and/or equivalent experience/training
Preferred
Working knowledge of and/or can quickly learn common campus-specific processes and purchasing procedures
Knowledge of academic environments, campus facilities and resources - sufficient to complete outlined projects with minimal supervision
Event planning experience and knowledge-- such as organizational skills, and planning for events of 50 participants, or more
Virtual event planning experience
Knowledge of Puente program model and structure
Benefits
Eligible for UC Benefits
Company
University of California, Berkeley
A wellspring of innovation, the school occupies a 1,232-acre campus near downtown Berkeley.
Founded in 1868
10001+ employees
Funding
Current Stage
Late StageLeadership Team
Laleh Coté
Chair - Coalition for Education and Outreach (CEO)
Adam Sterling
Co-Founder, Startup@BerkeleyLaw
Recent News
2024-05-10
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2023-10-25
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