Secondary Program Assistant Center for Educational Partnerships, Puente Project

Secondary Program Assistant

This position is located at our Southern California offices in Claremont, CA. The University of California, Berkeley, is dedicated to fostering a community where everyone feels welcome and can thrive. Our culture of openness, freedom, and belonging makes it aspecial place for students, faculty, and staff. As a world-leading institution, Berkeley is known for its academic and research excellence, public mission, diverse student body, and commitment to equity and social justice. Since our founding in 1868, we have driven innovation, creating global intellectual, economic, and social value. We are looking for applicants who reflect California's diversity and want to be part of an inclusive, equity-focused community that views education as a matter of social justice. Please consider whether your values align with our Guiding Values and Principles, Principles of Community, and Strategic Plan. At UC Berkeley, we believe that learning is a fundamental part of working, and provide space for supportive colleague communities via numerous employee resource groups (staff organizations). Our goal is for everyone on the Berkeley campus to feel supported and equipped to realize their full potential. We actively support this by providing all of our full-time staff employees with at least 80 hours (10 days) of paid time per year to engage in professional development activities. Find out more about how you can grow your career at UC Berkeley.

Departmental Overview Since 1981, the Puente Project has led the state in providing equitable instruction, academic counseling, and mentoring to support students marginalized by the educational system. Its mission is to increase the number of students who enroll in four-year colleges and universities, earn college degrees, and return to the community as mentors and leaders to future generations. The Puente Project is an intersegmental program co-sponsored by the University of California and the California Community College Chancellor's Office. The Program is headquartered at UC Berkeley and housed within the Center for Educational Partnerships (CEP).

Position Summary Secondary Program Assistant provides first contact and clerically driven administrative support to the Secondary Program while also cultivating a welcoming and supportive office environment.

Responsibilities

• Event Management: 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.
• Program Communications & Analytical Support: 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.
• Financial Responsibilities: 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.
• Special Projects: 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.

Required Qualifications

• 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 Qualifications

• 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.

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 $32.01 (Step 3) - $36.71 (Step 9). The full pay scale for this classification is $30.58 - $43.80, Step 1 - 17. This is a full-time (40 hours/week) career position eligible for UC Benefits. This is a non-exempt, biweekly-paid position.

How to Apply

To apply, please submit your resume and cover letter.