Staff Jobs

Working Title: Program Coordinator
Requisition: 008634
Department: Haas School of Business – Institute for Business Innovation
Location: Main Campus- U.C. Berkeley
Salary:This is a full-time, career position. The salary will range between $37,044 annually up to $46,000 annually, plus benefits.
First Review Date: 06/27/2008
Closed: 10-29-08

Job Description:
The Institute for Business Innovation within the Haas School of Business is recruiting a Program Coordinator. Under minimal supervision from the Sr. Assistant Dean/Executive Director, the Program Coordinator will provide comprehensive programmatic, administrative and analytical support to the Sr. Assistant Dean/Executive Director. Major duties include program and event management, budget analysis, calendar management, editing, accounting, and travel arrangements.

Responsibilities:

Program Management
Provide comprehensive program and event management support for the Institute for Business Innovation

Manage Leading Through Innovation learning activities (Haas@Work, Peers@Haas, Executive Seminar Series), ensuring that events are scheduled in conjunction with the degree program offices
Manage database for Peers@Haas program including verifying information, and sending correspondences
Create and update Institute web pages ensuring accuracy of information
Work with the University Business Contracts office and the Executive Director for Curriculum Innovation to ensure business contracts for the Haas@Work program are processed on time and in accordance with UC policy
Develop marketing material and communications for all Institute events and activities
Draft and edit Institute documents and handouts in preparation for donor meetings
Oversee work of student employee ensuing tasks are completed accurately and on time
Plan all logistical components of events, hosted by the Institute including: venue reservations, catering, photographer, parking and transportation, necessary permits, equipment (AV, furniture, linens, etc.), event invitations, signage, nametags, the clean-up/return of equipment, and any other special requests
Process event invoices and all other invoices for the Dean’s Office through the Berkeley Financial System
Prepare exceptional memos and any other pre-event accounting paper work. Work closely with the accounting office to monitor accounts in process
Provide written summary after event to record attendance and program execution and note improvements for future events

Administrative Support

Track and manage projects on behalf of the Sr. Assistant Dean/Executive Director and alert him/her of outstanding tasks, in a timely manner
Manage the Sr. Assistant Dean/Executive Director’s calendar 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 Sr. Assistant Dean/Executive Director
Coordinate and make complex travel, hotel, and meal reservations for the Sr. Assistant Dean/Executive Director and guest speakers
Perform ad hoc analysis as requested, such as, program evaluation survey analysis, comparable programs at other business schools, etc.
Perform other clerical duties including filing, document shredding, filtering and responding to phone/email inquires on behalf of the Sr. Assistant Dean/Executive Director

Fiscal Analysis

Assist in the development and management of the Institute budget including operational, gift and revenue funds of approximate $500,000, ensuring that allocations are aligned with the Institute’s strategic plan
Conduct independent analyses of administrative policies with School, Campus and University-wide scope
Analyze BAIRS monthly reports and reconcile any issues
Keep track of company contract and payment schedules to ensure payments are received on time and deposited into the correct account

Requirements & Qualifications:

Knowledge:

Apply basic knowledge of School initiative and programs to ensure that the Sr. Assistant Dean/Executive Director’s time is scheduled appropriately
Apply basic knowledge of School and University organization to resolve routine problems
Apply advanced knowledge of financial policies to reconcile budgets
Apply basic knowledge of electronic calendaring to provide scheduling support

Education:

Associate's degree or equivalent combination of education and experience

Skills:

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

Abilities:

Outstanding organizational, planning, project management and interpersonal skills
Intermediate budget analysis skills
Demonstrated experience with marketing, planning, coordination and execution of major events
Advanced word processing, spreadsheet, database, PowerPoint skills (MS Office preferred)
Intermediate scheduling skills
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
Experience with on-line accounting systems
Must be detailed-oriented, able to handle the coordination of multiple events/tasks and adhere to strict deadlines
Demonstrated ability to manage multiple projects, prioritize work, work under pressure, and meet tight deadlines.
Must be available to work on some evenings and weekends for event oversight

Preferred:

UC campus experience
A thorough understanding of University policies and procedures
Experience with the Berkeley Financial System (BFS and BAIRS Reporting System)

Other:

This position has been designated as sensitive and may require a Criminal Background Check. We reserve the right to make employment contingent upon successful completion of a Criminal Background Check.

HOW TO APPLY:

UC Berkeley has an online applicant website and no longer accepts applications via mail. To apply, please visit http://jobs.berkeley.edu

The University of California is an Equal Opportunity, Affirmative Action Employer.

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