Program and Data Assistant, Biology Scholars Program (4722C) - 1597 - 1597
The University of California, Berkeley, is one of the world's most iconic teaching and research institutions. Since 1868, Berkeley has fueled a perpetual renaissance, generating unparalleled intellectual, economic and social value in California, the United States and the world. Berkeley's culture of openness, freedom and acceptanceacademic and artistic, political and culturalmake it a very special place for students, faculty and staff.
Berkeley is committed to hiring and developing staff who want to work in a high performing culture that supports the outstanding work of our faculty and students. In deciding whether to apply for a staff position at Berkeley, candidates are strongly encouraged to consider the alignment of the Berkeley Workplace Culture with their potential for success at http://jobs.berkeley.edu/why-berkeley.html.
Application Review Date
The First Review Date for this job is: September 23, 2019
The Biology Scholars Program (BSP) is an academic program in the Department of Integrative Biology at the University of California, Berkeley (UCB). Its mission is to increase diversity in the sciences. 80% of BSP members come from under-resourced high schools, economically disadvantaged backgrounds and/or are the first in their families to attend college. The program provides these students with the guidance and support they need to succeed at UCB and go on to pursue higher education and science- related careers.
Over the last 26 years, the program has supported more than 3,200 UCB undergraduates and BSP alumni. Currently there are 450 undergraduates in the program. For more information, see http://bsp.berkeley.edu/.
Provides office reception and acts as office/administrative point-of-contact for the BSP
Checking, responding to, and forwarding general program email
Sending/receiving/distributing general program mail and deliveries to program staff
Responsible for maintaining internal communication outlets, including BSP shared events calendar and internal/staff email listservs
Provides administrative assistance to the Director and Deputy Director, including scheduling meetings/appointments, preparing applications, submitting/monitoring tickets, copying, filing
Assists with course administration, as needed. This may include IT tickets, registration and roll, distribution of course entry codes, providing handouts and course information, collecting assignments, entering information digitally, and/or course set-up support
Provides assistance to staff and students with requisitions, purchase orders, vendor payments, reimbursements, travel arrangements, and purchasing
Provides staff and students assistance with travel arrangements including booking travel with UC travel, ground transportation rentals, and accommodations
Oversees CalTime (timekeeping) system for BSP student employees
Other duties as assigned
Works with Director, Deputy Director, and other program staff to provide and develop ways to gain access to data that are required to fulfill BSP's program and research goals and objectives, funding proposals, grant obligations, and research papers.
Coordinates all aspects of tracking, collecting, entering, and retrieving BSP program data (e.g. BSP application, program participation, evaluation/research surveys, and course attendance) in the BSP Filemaker database.
Maintains liaison with UCB offices to secure student information, including working with SIS personnel to download student information from UCB student information systems.
Works with CSS IT and other UCB offices to monitor operability of database(s); identifies and resolves technical issues, keeps staff apprised of database technology and conducts trainings as necessary
In collaboration with program staff, maintains and improves BSP's website. Handles website updates, online authorization, accessibility, and security requirements, including IT, database, website, social media, listserv systems, etc; sets up and manages login and password requirements, website hosting, works with CSS IT and other UCB offices to troubleshoot and resolve issues. As necessary, trains staff.
In collaboration with program staff, contributes to and maintains social media sites, e.g., Facebook, Twitter, Instagram, Linkedin, and provides training to staff, as necessary. Maintain general knowledge of social media use and trends.
Creates, distributes, and manages online and printed program communications, including newsletters, surveys, event information, emails, text messages, flyers, etc. utilizing software and current technology
Assists in tracking publications and research papers, as needed
Event Scheduling and Logistics
Oversees the coordination of BSP event logistics planning and management, including scheduling, facilities, catering, IT and audio-visual requirements, registration, staffing, UCB and off-campus vendor involvement, etc
Other duties as assigned
Program and Office Facilities Management
Manages the general maintenance of BSP's physical office space(s) and student room(s). This includes but is not limited to conducting inventory assessment, ordering, and receiving of furnishings, supplies, and equipment, facilitating card key access to students/staff
Oversees and manages the maintenance of BSP's telecommunications and computer systems
Manages communications for BSP offices/rooms and computer system facilities upkeep and repairs. Serves as communications point-of-contact. Duties include identifying and communicating issues with VLSB Building Manager, CSS IT, other appropriate UCB offices and off campus vendors
Responsible for initiating, preparing, submitting, monitoring, and closing BSP office and computer system facilities upkeep and repair inquiries and requests. This includes but may not be limited to: submitting tickets and work orders, purchasing, contractor agreements, and working with outside vendors
Strong computer skills and ability to learn new systems and software, including Microsoft Office (Outlook, Word, Excel, PowerPoint), Filemaker database, Google software suite, SPSS, email listserve systems, and some knowledge of social media
Ability to handle sensitive/confidential information and good judgment, tact and discretion
Strong interpersonal skills - experience working and interacting effectively with diverse populations
Capable of managing/juggling multiple priorities with frequent interruptions
Capable of working independently, as well as collaboratively with and in support of other staff members
Ability to collect, analyze, interpret, and report quantitative and qualitative data
Demonstrated excellent oral and written communication skills - with peers, students, alumni, faculty
Enthusiastic and strong customer service skills
Willing to assume responsibility of all office tasks - from basic to complex
Self-directed, takes initiative and willingness to take on new responsibilities
Ability to handle a high volume of work with accuracy, attention to detail and thoroughness, and maintain deadlines
Ability to proactively solve problems quickly and effectively
Ability to professionally represent the program and interface with individuals at all levels of the university
Experience working for UC or a comparable institution preferred
Minimum 2 years database management experience
Experience working with undergraduate students, alumni preferred
Experience with campus-specific shared computer programs, such as CalTime, or equivalent experience preferred
Demonstrated quantitative and analytical skills
Salary & Benefits
This is a non-exempt, hourly paid role, commensurate with experience
For information on the comprehensive benefits package offered by the University visit:
This position has been identified as a Mandated Reporter required to report the observed or suspected abuse or neglect of children, dependent adults, or elders to designated law enforcement or social service agencies. We reserve the right to make employment contingent upon completion of signed statements acknowledging the responsibilities of a Mandated Reporter.
The University of California was chartered in 1868 and its flagship campus - envisioned as a "City of Learning" - was established at Berkeley, on San Francisco Bay. Today the world's premier public university and a wellspring of innovation, UC Berkeley occupies a 1,232 acre campus with a sylvan 178-acre central core. From this home its academic community makes key contributions to the economic and social well-being of the Bay Area, California, and the nation.