Puente Program Assistant (4722C), Center for Educational Partnerships - Puente Project - #64346 Job Listing at University of California in Berkeley, CA (Job ID 64346)

Description

About Berkeley

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.

Departmental Overview

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 is an inter-segmental program 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 Center for Educational Partnerships (CEP).

Application Review Date

The First Review Date for this job is: February 14, 2024

Responsibilities

EVENT MANAGEMENT

• Coordinates all logistical aspects of Community College Professional Development Conferences and Student Events, including Puente Summer Institutes, regional and statewide professional development conferences, Transfer Motivational Conferences, Staff Meetings, and other trainings.
• Attends Puente trainings/events and provides on-site 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.
• Stays current on updates and innovations to support better use of digital platforms for Puente professional development events and student conferences.

PROGRAM COMMUNICATIONS & ANALYTICAL SUPPORT

• Through the development and application of media tools, ensures various stakeholders are informed about Puente's statewide impact, activities, and work supporting students' journeys to and through higher education.
• Drafts, edits, and formats various written materials, including correspondence, reports, agendas, and presentations.
• Manages the development and monthly distribution of the Community College Program newsletters to primary stakeholders.
• Maintains Puente Community College listservs, google groups memberships, college calendars, and databases of current participants and alumni; develops matrices to track and organize program information concisely.
• Manages Community College Training and Events Calendar
• Sets agendas and provides note-taking for weekly Community College program meetings.
• Manages Community College Program's contributions to the Puente website.
• Prepares responses to information requests on various operational issues, gathering and providing information or directing the information inquiries to the appropriate staff member.
• Prepares materials and detailed reports for meetings, conferences, and workshops.
• Disseminates other relevant communications to staff as needed.
• Assists in implementing programs and projects through coordination and tracking measures.
• Develops matrices to track and organize program information concisely.
• Conducts preliminary informational research and data gathering from diverse sources.
• Schedules and arranges for duplication and mailing processes to meet timelines.
• Oversees the procurement and distribution of various printed and electronic publications.
• Keeps track of marketing inventory and fulfills college requests for information, including publications and other collateral items.
• Maintains office equipment and supply inventory.

FINANCIAL RESPONSIBILITIES

• Participates in requisite training and stays 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 Community College 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 promptly.
• Develops event budgets and ensures the 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 the Berkeley Financial System (BFS).
• Onboards new contractors through Berkeley Supplier Registration.

SPECIAL PROJECTS

• Attends monthly Puente Admin Unit and CEP Admin meetings.
• Attends classes, seminars, and conferences that enhance expertise and professional development.
• Coordinates Puente Community College administrative support to CEP events.
• At the Program Director's direction, completes other special projects and assignments.

Required Qualifications

• Thorough knowledge of administrative procedures and processes including word processing, spreadsheet, and database applications.
• Requires good verbal and written communication skills, active listening, critical thinking, multi-task, and time management skills.
• Demonstrated ability to work with a diverse population, including faculty, students, administrative staff, and constituents.
• Demonstrated commitment to and understanding of diversity, equity, inclusion, and belonging (DEIB).
• Excellent organizational skills, problem-solving, and time-management skills.
• Ability to be task-oriented, understand tasks quickly, work independently, and work under time constraints with shifting priorities.
• A high level of proficiency with Microsoft Office Suite, Google Suite applications, calendaring/registration systems, Zoom, and the ability to learn other software and systems as required.
• Strong knowledge and demonstrated skill in 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.
• Experience editing and adding closed captions on YouTube material.
• Some evening and weekend availability for off-site events and meetings that occur outside the hours of 8am-5pm.
• Ability to travel within CA.

Education/Training:

• High school diploma or equivalent experience/training.

Preferred Qualifications

• Working knowledge of and/or ability to learn standard campus-specific processes and purchasing procedures.
• Knowledge of and/or ability to learn academic environments, campus facilities, and resources - sufficient to complete outlined projects with minimal supervision.
• Knowledge of and/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 the University of California's Compensation & Benefits website.

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 $31.90 (step 6.0) - $35.67 (step 11.0).
• This is a 100%, full-time (40 hours per week), career position that is eligible for full UC benefits.
• This position is non-exempt and paid bi-weekly.

How to Apply

To apply, please submit your resume and cover letter.

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.

Mandated Reporter

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.

Driving Required

A valid driver's license and DMV check for driving record is required.

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, please see the U.S. Equal Employment Opportunity Commission poster.

For the complete University of California nondiscrimination and affirmative action policy, please see the University of California Discrimination, Harassment, and Affirmative Action in the Workplace policy.