Secondary Program Assistant (4722C), Center for Educational Partnerships, Puente Project - 48020
University of California Berkeley
Location: Berkeley, California
Internal Number: 3811527
Secondary Program Assistant (4722C), Center for Educational Partnerships, Puente Project - 48020
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.
At UC Berkeley, we believe that learning is a fundamental part of working, and 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 staff employees with at least 80 hours (10 days) of paid time per year to engage in professional development activities. To find out more about how you can grow your career at UC Berkeley, visit grow.berkeley.edu.
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 educationally underrepresented 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 commits to supporting staff and practitioners in their work towards the collective wellness for all, including students, faculty, staff, administration and the wider community. Puente provides practitioners with professional development that supports anti-racist, culturally affirming and humanizing practices. We believe that when participants engage with culturally responsive content, practice writing and self-reflection, and make authentic human connections, they are empowered to transform themselves and their communities. The Puente Project is an inter-segmental program that is 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 Division of Student Affairs.
Under the supervision of the Secondary Director, the Program Assistant supports program staff in preparing for, implementing, and evaluating program activities; including regional and statewide workshops, student conferences, and curriculum development for teachers and counselors both in in-person and virtual settings. Additional areas of responsibility include communications and managing general office administrative functions. The Program Assistant supports Puente staff in their work with partnering secondary schools faculty and district administrators; coordinates production and distribution of Puente student outcome data; manages secondary program's calendar of professional development activities; manages purchasing and contracts; liaises with CEP staff and initiatives. The position is responsible for direct and professional communications with various audiences and ensures overall administrative tasks are executed according to university guidelines and protocols.
Application Review Date
The First Review Date for this job is: January 31, 2023
Coordinates all logistical aspects of Secondary Program Puente Institutes, regional and statewide professional development conferences, Student Motivational 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 with vendor contracts with venues, assists in securing event locations, plans catering menus, arranges for audio-visual equipment, secures overnight accommodations, and ensures appropriate meeting room set-up.
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.
Develops and monitors event invitations and registrations utilizing technologies such as Google Forms, Constant Contact, Whova, Zoom, and the like, including managing invitations and registration/attendees lists and administering email invitations and reminders; oversees work study students in various logistical tasks.
Stays current of updates and innovations to better support use of digital platforms for Puente professional development events and student conferences.
PROGRAM COMMUNICATIONS SUPPORT:
Through the development and application of media tools, ensures various stakeholders are informed about Puente's statewide impact, activities, and work in supporting students' journeys to and through higher education.
Manages the development and distribution of Secondary Program quarterly newsletters to primary stakeholders.
Updates Puente website on a monthly basis, using content guidelines from Communications Unit.
Sets agendas and provides note taking for weekly secondary program meetings.
Maintains Puente Secondary listservs, google groups memberships, school calendars, databases of current participants and of alumni; develops matrices to track and organize program information concisely.
Participates in requisite training and stay informed about UCB financial processes; works closely with 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 budget pre-approval process is applied to all conferences and events.
Manages purchases on BluCard and Event Planner Card for Unit.
Reconciles credit card purchases in Berkeley Financial System (BFS).
Onboards new contractors through Berkeley Supplier Registration.
GENERAL OFFICE MANAGEMENT:
Maintains office equipment and supply inventory.
Drafts, edits and formats a variety of written materials, including correspondence, presentations, reports, agendas, and presentations.
Attends monthly Puente Admin Unit and CEP Office Manager meetings.
LIAISES WITH AND SUPPORTS CEP EFFORTS & ACTIVITIES:
Manages Puente Secondary Program's contributions to CEP website.
Coordinates Puente Secondary administrative support to CEP events.
Attends classes, seminars, and conferences that enhance expertise and professional development.
Other duties as assigned.
Demonstrated ability to work with a diverse population 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.
Supports program staff with written communications to teams and updates directories through Google Groups and Constant Contact.
Some evening and weekend availability for off-site events and meetings that occur outside the hours of 8am-5pm.
Ability to travel within CA
High school diploma or equivalent experience
Working knowledge of or ability to 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.
Knowledge of or ability to learn Puente program model and structure.
Event planning experience and knowledge -- such as organizational skills, and planning for events of 50 participants, or more.
Virtual event planning experience.
Salary & Benefits
For information on the comprehensive benefits package offered by the University, please visit this UCOP link.
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 salary or hourly range that the University reasonably expects to pay for this position is $27.19 - $32.64, Steps 1.0 - 9.0.
This is a full-time (40 hours/week), career position and eligible for full UC benefits.
This position is a non-exempt, bi-weekly paid position. Hourly pay for this role is commensurate with experience.
To apply, please submit your resume and cover letter.
A valid driver's license and DMV check for driving record is required.
Conviction History Background
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.
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.
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 EEOC poster. For the complete University of California nondiscrimination and affirmative action policy see the UC policy.
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.