At the University of California, Berkeley, we are committed to creating a community that fosters equity of experience and opportunity, and ensures that students, faculty, and staff of all backgrounds feel safe, welcome and included. Our culture of openness, freedom and belonging make it a special place for students, faculty and staff.
The University of California, Berkeley, is one of the world's leading institutions of higher education, distinguished by its combination of internationally recognized academic and research excellence; the transformative opportunity it provides to a large and diverse student body; its public mission and commitment to equity and social justice; and its roots in the California experience, animated by such values as innovation, questioning the status quo, and respect for the environment and nature. Since its founding in 1868, Berkeley has fueled a perpetual renaissance, generating unparalleled intellectual, economic and social value in California, the United States and the world.
We are looking for equity-minded applicants who represent the full diversity of California and who demonstrate a sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds present in our community. When you join the team at Berkeley, you can expect to be part of an inclusive, innovative and equity-focused community that approaches higher education as a matter of social justice that requires broad collaboration among faculty, staff, students and community partners. In deciding whether to apply for a position at Berkeley, you are strongly encouraged to consider whether your values align with our Guiding Values and Principles, our Principles of Community, and our Strategic Plan.
Application Review Date
The First Review Date for this job is: March 31, 2020
The Vice Chancellor for Equity & Inclusion (VCE&I), reporting directly to the Chancellor, serves a far-reaching leadership role as the Chancellor's senior executive responsible for providing a holistic and integrated vision and strategic consultation on all major equity and inclusion efforts at Berkeley.
The Office of the Vice Chancellor for Equity & Inclusion (VCE&I) supports and is supported by over 40 programs, across the campus that are student, staff, and faculty facing. The anticipated outcome of all of these efforts is to cultivate a welcoming and supportive environment at Berkeley that enhances success and advancement for students, faculty, and staff regardless of personal experiences, values, and worldviews that arise from differences of culture and circumstance including, but not limited to, race, ethnicity, gender, sexual orientation, age, language, socio-economic status, geographical context, and abilities/disabilities.
The VCE&I is charged with assessing and increasing the effectiveness of existing programs, policies, practices and services, and developing new programs, policies, practices and services, both within his portfolio as well as those within other organizations on campus. The VCE&I is also charged with leading and developing projects within the UC Berkeley Initiative for Equity, Inclusion, and Diversity, including institutional applied research and development, faculty mentoring, and innovation grants.
Reporting directly to the Chief of Staff, the Administrative Assistant (referred to as the Assistant) will spend 100% time directly supporting the VCEI Immediate office. When supporting the VCE&I office, the Assistant will support the overall operational management, procurement, event planning, and policy adherence for the Immediate Office. In this role, the Assistant will also work closely with the Chief of Staff and other Immediate Office staff in support of the VCE&I's divisional priorities.
The major responsibilities of the Assistant include: meeting and event coordination, operational support for gathering and tracking Immediate Office budget, developing protocols and systems for streamlining procurement, reimbursements, honorarium; drafting and editing of communications for newsletters, reports, and general correspondence for Immediate Office, supporting the technological needs of the Immediate Office, information gathering and tracking; drafting of communications for reports; scheduling and making travel arrangements for Chief of Staff and VCEI; providing policy review and implementation planning. Proactively execute processes for executive sponsorship requests. Additionally, the Assistant will perform and back up on some human resource related actions that could include but is not limited to supporting high level and critical administrative functions related to recruitments.
The Assistant applies effective organizational skills in a complex and shared work environment to manage workflow independently and with minimal supervision. The Assistant functions as an integral member of the Immediate Office and Initiative teams as well as participating in staff meetings, leading an administrative network of colleagues, and collaborating with individual team members on assigned projects.
Lastly, the Assistant works independently under the direction of the Chief of Staff and supports the work of others in the Immediate Office as work lead to perform tasks and solve problems that are sensitive in nature and require effective communication across many campus constituencies. Because of the high level of intercampus communications required by this position, and the sensitive nature of senior administrative diversity issues, the Assistant acts with an acute sense of political acumen as well as confidentiality, collaborating with multiple departments, and individuals on campus creating models of collaborative work at all levels. The Assistant's ability to multi-task, work efficiently, and operate with diplomatic skills are paramount and impact the ability of the VCE&I office to achieve operational and programmatic system-wide goals.
Manages, plans, and administers a full range of administrative operations.
Schedules meetings (including videoconferencing) and events; processes and tracks financial transactions such as travel, supplies, food and beverages; prepares and submits deposits, including donations, reimbursements, and payments; manages general office space needs; develops and manages efficient workflow mechanisms; creates and tracks electronic files.
Makes travel arrangements for VCEI, Chief of Staff, and senior level officials.
Assesses current business practice structure and implements improved processes.
Functions as a resource on issues such as researching complex financial discrepancies, escalating customer service problems and vendor concerns, and troubleshooting transactions, including but not limited to reimbursements, payments, purchase orders, independent contractors, and travel arrangements through campus systems (e.g., BearBuy, Connexxus, Berkeley Financial System (BFS)).
Serves as point of contact with Berkeley Regional Services.
Develops and implements new and improved resource guides and standard operating procedure guidelines.
Provides executive level assistance for high-paced office and Chief of Staff through meeting agenda preparation, calendaring/scheduling (including for committee meetings), managing retreat and meetings logistics, and supporting trainings. Supports the administering of facilities and space logistics.
Develops and implements procedures for supply inventory, maintains good working condition of equipment, and manages equipment needs.
Submits and manages Information Technology service requests.
Assesses computer workstation ergonomics and makes recommendations for ergonomic equipment.
Communications: develops and tracks correspondence (including letters, reports and other communication tools) amongst and between offices, groups, and individuals; carefully edits draft reports and communications of others; develops and maintains communication mechanisms (e.g., listservs, divisional and campus wide announcements, newsletters, etc.).
Prepares certificates and commendation letters.
Supports with drafting and finalizing presentation materials.
Accountable for operational and budget processes, finance, event logistics.
Working with the Finance & Project Policy Manager and Finance Analyst, supports and coordinates Immediate Office budget with multiple funding sources for proper tracking and analysis of spending trends, projections, and modification to budget to meet divisional priorities.
Reviews exceptional requests and senior-level approvals requests, ensuring documentation is in place prior to VCEI or AVC/COS approval.
Prepares honoraria and awards for high level executive officials and dignitaries.
Prepares after-the-fact justification forms, working with E&I departments as needed.
Supports HR administrative functions on high level recruitments as needed.
Develops processes for streamlined and efficient work flow.
Prepares short- and long-range planning for administrative services operations and improvement to processes.
Develops and maintains databases; follows up on information requests; compiles and develops reports and presentations; independently researches topics as assigned and presents findings.
Performs studies for resource plans to determine gaps and makes recommendations.
Performs analysis to determine future resource allocations on projects and has a keen understanding of social justice, equity, belonging and diversity efforts and initiatives.
May staff and serve on committees representing the divisional initiatives and senior level executives.
Performs other duties as assigned.
Participates in professional development activities.
Excellent ability to work independently, problem solve, set priorities, and take initiative in defining and executing tasks with attention to detail and accuracy.
Demonstrated self starter and proactive; exceptional skills at business process improvements.
Excellent ability to work with constantly shifting priorities, deadlines, and competing demands in a fast-paced environment.
Demonstrated ability to work with diverse, multicultural work teams and constituents.
Demonstrates a high level of political and social acumen; high level of emotional intelligence and decorum in speech and actions.
Works well in a high paced, dynamic, and multi-faceted department.
Proven success with managing and coordinating meetings, events, and travel logistics.
Demonstrated excellence in both verbal and written communication as well as interpersonal skills with all levels of staff, faculty, undergraduate and graduate students, and high level administrators.
Excellent organizational and time management skills.
Excellent note taking and correspondence skills.
Experience with web-based searches and general web functionality.
Strong knowledge and demonstrated skill in a Windows-based environment, including Microsoft Word, Excel, PowerPoint, Cascade, and Visio.
Knowledge of the organizational environment of higher education and large research universities and ability to understand client priorities, issues, motivations, and constraints.
Experience with budget and expenditure tracking.
Ability to use discretion and maintain confidentiality at all times.
Ability to use sound judgment in responding to sensitive issues and concerns.
Some night and weekend availability for events and meetings that occur outside of the hours of 8:00am-5:00pm.
Bachelor's degree in related area and/or equivalent experience/training.
Experience with or ability to learn Berkeley systems: Bearbuy, ServiceNow, CalAnswers, google platforms and Connexus.
Salary & Benefits
This position is a non-exempt, bi-weekly paid position. Hourly pay for this role is commensurate with experience.
For information on the comprehensive benefits package offered by the University visit:
This is a designated position requiring fingerprinting and a background check due to the nature of the job responsibilities. Berkeley does hire people with conviction histories and reviews information received in the context of the job responsibilities. The University reserves the right to make employment contingent upon successful completion of the background check.
Equal Employment Opportunity
The University of California is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status. For more information about your rights as an applicant see:
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.