Job Requisition Number: 26286. The Haas School of Business develops path bending leaders - individuals who redefine how we do business. Berkeley-Haas, the second oldest business school in the United States, educates 2,200 students each year in six degree-granting programs, and hundreds more through executive education programs. A team of 300 staff members support these students, faculty and alumni through work in areas that include Admissions, Student Services, Career Management, Administration, Development and Alumni Relations.
Berkeley-Haas offers opportunities to champion new ideas, collaborate across boundaries, and learn continually. Our culture is captured by Four Defining Principles (Question the Status Quo, Confidence Without Attitude, Students Always and Beyond Yourself) that distinguish Berkeley-Haas as a place to learn—and a place to work.
To learn more about the Haas School visit: http://www.haas.berkeley.edu/haas/about/employment.html
The Administrative Assistant is part of the Dean’s Office within the Haas School of Business. Under minimal supervision from the Sr. Assistant Dean/COO provide comprehensive administrative and analytical support to the Assistant Deans. Major duties include calendar management, project management, editing, accounting, and travel arrangements. The Administrative Assistant will perform all of the following duties.
Administrative Support/Project Management Provide administrative and project management support for two designated Assistant Deans/Executives
•Track and manage projects as directed by Assistant Deans. •Manage and coordinate the Assistant Deans’ calendars ensuring that meetings are scheduled and cancelled based on knowledge of the subject and attendees. •Ensure that all necessary documentation relating to meetings, including information on attendees, are organized and brought to the Assistant Deans in a timely manner, such as agendas, briefing notes, handouts, etc. •Coordinate and make complex travel, hotel, and meal reservations for the Assistant Deans and visitors. •Organize paper files by modifying or creating new file folders, file documents accordingly and shred confidential documents as instructed •Obtain paper mail items on a daily basis and alert Assistant Deans of important, timely letters. •Copy/ Scanning •Fedex, incoming and outgoing mail •Ordering supplies, books, etc. •Make copies and distribute outgoing correspondences as instructed. •Make phone calls and send email messages on behalf of the Assistant Deans. •.Perform ad hoc analysis as requested, such as, Haas guest parking needs, annual administration survey analysis, etc. •Coordinating interviewing process for various senior level searches : schedule phone screening, schedule in person interviews and writing samples, collect feedback from interview panels, compile feedback for search committee •Coordinate assigned events for Assistant Dean including set up/wrap up and greeting visitors •Room reservations, agendas, prep/distribute materials. Accounting Perform accounting tasks using the Berkeley Financial System (BFS). Reimbursement requests must be submitted promptly, with the appropriate follow-up to ensure completion. Accounts payable and Accounts receivable.
Processing of Workfit Invoices(IOC form to RSF) Travel and reimbursements: collect receipts from the Assistant Deans and process the reimbursement following current campus procedures. f. Help Assistant Deans manage accounts: track expenses and provide summaries of accounts as requested. Purchase Orders: sever as point person for processing purchase orders associate with Dean’s Office events. Work closely with the Dean’s Office receptionist/event planner to ensure the timely processing of invoices. Special Projects(i.e. University Club discounts slots, baseball tickets from Athletics, spreadsheets, analysis, etc.
CAREER DEVELOPMENT •Work on special programs as assigned •Attend classes which will enhance expertise in job areas •Serve on departmental and campus-wide committees as appropriate •Participate in activities that enhance the campus community and/or larger community to further University service •Maintain knowledge of Dean’s Office business processes in order to provide back up to other support staff in the unit.•Demonstrated success administratively supporting 2-4 executives •Basic knowledge of online accounting systems •Experience with electronic calendaring to provide scheduling support •Basic knowledge of standard filing practices •Experience working with diverse constituencies •Demonstrated commitment to outstanding customer service •Ability to maintain confidentiality •Ability to interpret policies and identify relevant issues •Ability to successfully function in a complex institutional environment •Demonstrated strong written, editing, and verbal communications skills, with excellent interpersonal skills •Ability to prioritize and deal with last minute urgent requests •Ability to accept detailed tasks and assignments given orally •Outstanding organizational, planning, project management and interpersonal skills •Advanced word processing, spreadsheet, database, PowerPoint skills (MS Office preferred) •Must be able to exercise good judgment in decision-making •Must be detailed-oriented •Must be able to work independently as well as be an integral member of a team-oriented office •Must be able to handle the coordination of multiple events/tasks and prioritize work
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.