Job Requisition Number: 24459. Involves managing or performing the administrative services or managing the full general operations of an academic or non-academic organization(s). Administrative services includes activities in finance and human resources and may also include IT, facilities, or student services. General management includes long and short range strategic planning in determining the mission and directing all activities of multi-disciplinary departments through subordinate management staff.
Under the general guidance of the Director of Direct Response Marketing, the Administrative Specialist serves as the office manager and provides comprehensive administrative support to the Director. Direct Response Marketing includes Direct Mail/Email, Telemarketing, and Digital Philanthropy. This unit is charged with the task of coordinating annual fund efforts for the Chancellor and campus. The Director oversees a full time staff of 13 employees with an annual operating budget of $2 million.
1.Ensure smooth flow of operations for fast paced, complex development department; develop departmental procedures and create new policies as required; independently resolve any operational problems and report outcome to Director.
2.Coordinate the interview and training process for all staff.
3.Coordinate all staff recruitment processes for department; prepare job descriptions and advertisements, and work with external advertising agencies or professional organizations to ensure proper ad placement; interface with human resources unit and outside temporary agencies. Serve as primary contact person for all candidates during interview process representing high standards of department.
4.Manage all office related administrative projects; maintain appearance of office and ensure that office is presentable at all times; responsible for coordination of all office moves, including working with space planners and vendors; purchase furniture and oversee maintenance all office equipment, and manage complex inventory system of all fundraising materials used by department.
5.Budget: Monitor departmental cost center reports; reconcile discrepancies and resolve differences with business office; in concert with Executive Director prepare up to three program budgets.
6.Prepare purchase and work orders; research payables and receivables and follow up on payment of outstanding invoices and reimbursements.
1.Provide comprehensive administrative support for Director; facilitate communications between supervisor and a variety of constituencies including internal staff, University Relations staff, senior University officials, trustees, and donors; greet visitors; perform light errands. Make travel arrangements; maintain calendar for Director.
2.Meeting preparation: Plan and coordinate department meetings and retreats; develop meeting materials; coordinate all meeting logistics including catering, audio visual needs, room scheduling, mailings, attendance rosters, nametags, briefing memos, etc.; schedule complex and routine meetings for Director.
3.Correspondence and communication: Initiate and draft complex and routine correspondence for signatures; proof and edit all outgoing documents for format, spelling, grammar, punctuation and content; follow up with prospects on correspondence; respond to telephone inquiries and correspondence on behalf of the university.
4.Reporting: Research, compile and prepare monthly fundraising reports extracting data from large and complex database; maintain campus-wide annual fund solicitation calendar, and other reports as needed.
Work on special projects as assigned, including assistance with a variety of events, retreats, planning and management of special meetings and conferences, and assistance with volunteer recruitment and management as needed.•Working knowledge of common campus-specific and other computer application programs (Microsoft office, including excel). •Solid communication and interpersonal skills to communicate effectively with all levels of staff, both verbally and in writing. •Solid organizational skills and ability to multi-task with demanding timeframes, knowledge of meeting planning and basic fundraising processes, accounts and receivables. •Ability to use discretion and maintain all confidentiality. •Ability to use sound judgment in responding to issues and concerns. •Comparable administrative and analytical experience, including proficient use of standard computer platforms and ability to learn additional programs •Excellent interpersonal skills and ability to work with donors and volunteers to the University •Excellent communication skills, both oral and written •Willingness to perform a range of tasks, from routine to complex. A high degree of flexibility is required •Attention to detail and experience in project management
Education/Training: •Bachelors degree in related area and/or equivalent experience/training
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.