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: April 29, 2020
The Department of Mathematics is one of the largest teaching departments in the College of Letters and Science, with over 50 ladder-rank faculty, approximately 30 emeritus faculty, and more than 50 visiting teaching faculty and special research visitors. The department has more than 200 graduate students, approximately 1000 undergraduate majors, and enrolls more than 20,000 students in courses annually. Under general direction, works on operational and/or procedural assignments that require the exercise of considerable discretion and independent judgment. Understands implications of work and makes recommendations for solutions. Determines methods and procedures on new assignments.
Coordinates large and complex special events, conferences, and daily events (including the afternoon tea), and acts as the Event Access Coordinator for the Department of Mathematics. Duties include:
Tracking expenses and reimbursements and managing the event specific budget(s) to ensure applicable limits are not exceeded and all expenses conform to department and campus policy;
Securing applicable event space and coordinating the ordering of food and beverages supplies, paper products, catering and staffing for all events, including cleanup and follow-up correspondence, as appropriate;
Coordinating with faculty sponsors for each event, guest lecturers, invited guests and members of the mathematics community;
Soliciting feedback from participants after the event and tracking event specific data and metrics for future event planning; developing communication strategies for each event (i.e. designing flyers and email communications, posting event announcements in the department); as the Event Access Coordinator, ensures that requests for access accommodations are handled appropriately and timely;
Ensures compliance with policies and procedures of the College of Letters and Science, Graduate Division, UCPD, and Parking and Transportation.
Expense Management and Reimbursements:
Under the direction of the department Financial Analyst/Budget officer, this position is responsible for processing internal reimbursement request, travel & entertainment reimbursements, and payments to outside vendors. Duties include:
Gather and organize the collection of receipts and documentation required for faculty, students, and visitors, traveling on departmental funds and/or research funds, or hosting moderate- to large-scale department related events; process expenses through the campus Expense Reimbursement System;
Maintains a thorough knowledge of the campus policies governing expense reimbursements and procedures to meet Federal, State, and University audit requirements, and advises faculty, staff, and students on expense related activities, accordingly;
Advises faculty, visitors and students on current travel regulations pertaining to allowable expenses and visa requirements;
Ensure adherence to Federal and State regulations and University policies and prepares the required forms and documentation in each case.
Purchasing and Procurement:
This position is independently responsible for entering all department related purchases through the BearBuy system, documenting purchases, and tracking purchasing activities, accordingly. Duties include:
Prepare all purchase requisitions and members of the department using BearBuy and ensuring that the appropriate Berkeley Financial System (BFS) chart-string and funds are charged; process honoraria to department visitors using BearBuy;
Determines need for general office equipment and supplies, and purchase accordingly; occasionally, may participate in contract negotiation and the preparation of RFPs requiring some subject matter knowledge of the materials/services;
Process new faculty removals (moves and relocation related expenses); and maintains a thorough working knowledge of University policies and processes related to BearBuy, and all purchasing and procurement related activities.
Donor Related Support and Administration:
Prepare correspondence and other written materials for department management and/or faculty acknowledging gifts received by the department, or promoting department related activities or campaigns. Edits and proofreads written materials for content consistency.
General Office Administration:
Placing campus and US mail in mailboxes for all faculty, graduate students, staff and visitors on a daily basis;
Maintains forwarding address information for former faculty, staff, and students, who no longer come to the department;
Provide guidance to other staff on procedures, practices, and implementation of policies related to departmental operations and administration, including those which are particularly complex.
Backup to the Facilities Coordinator:
In the absence of the Facilities Coordinator, this position serves as the backup to the facilities coordinator, assisting with facilities related issues including lockouts, issuing keys, securing math spaces, and, when necessary, communicating facilities related matters to the math community; and, acts as an active member of the Building Safety Committee, serving as backup to the Emergency Management Area Coordinator.
Recruit, train and supervise a work-student student (or student employee) to assist with reimbursements, purchasing, event management, and general administration.
Engages in professional development related activities and required training.
Requires good verbal and written communication skills, active listening, critical thinking, multi-task and time management skills.
Requires interpersonal and work leadership skills to provide guidance to other nonexempt personnel.
Strong analytical and mathematical skills.
Ability to research and resolve problems, follow through on projects, possess good judgment and know when to escalate issues for resolution.
High school diploma and/or equivalent experience/training.
Thorough knowledge in administrative procedures and processes including word processing, spreadsheet and database applications.
Proficient in the use of Microsoft Office software, the Google Suit of applications, and administrative and budget related desktop/web applications.
Knowledge of financial or accounting concepts, processes, policies, and procedures.
Knowledge of or ability to learn Campus Operating Systems including BearBuy and the Expense Reimbursement System.
Salary & Benefits
This position is a non-exempt, bi-weekly paid position. Hourly pay for this role is commensurate with experience within the range of $27.71 - $31.69, Steps 7.0 - 13.0.
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.