Office and Program Manager (7377U), Institute of European Studies - #72052

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Departmental Overview

The Institute of European Studies (IES) at UC Berkeley is the leading research center on Europe in the Western United States, and among the top three such organizations in the nation. Through interdisciplinary scholarship, international collaborations, grant opportunities, and community outreach, IES fosters a deeper understanding of Europe's past, present, and future.

Position Summary

The Administrative Officer 3 serves as one of the key administrative contacts for the Institute of European Studies. Supervised by the Institute's Chief Administrative Officer, the incumbent is responsible for day to day administrative operations support and Institute research support work, including working with the Institute's directors to ensure the successful implementation of IES programs. This includes acting as a liaison with Berkeley Regional Services (SHARE) to initiate the grant proposal submission process, ensuring the timely payments of student stipends, and the smooth day-to-day operations IES office operations and projects move fluidly, while working on many tasks simultaneously.

Application Review Date

The First Review Date for this job is: 09/09/2024.

Responsibilities

Administrative Operations

• Provides executive level administrative support and assistance to the Director, Associate Director, and Administrative Director.
• Develops and implements methods for increasing operational efficiency; recommends budgeting strategies, budget forecasting, and re- forecasting to enhance academic performance within spending limits in consultation with the administrative director.
• Monitors budgets and reports for spending according to university policy and grant restrictions.
• Ensures the collection of IES visiting scholar fees, manages all supplier registrations and ensures the accuracy of the reimbursement of travel expenses, honoraria payments, and stipend payment distribution for the Institute.
• General administrative support such as ensuring that daily administrative operations run smoothly for the front office. Supervises work study students to provide front-line customer service to faculty, students as well as visitors and high-level guests of the Institute.
• Updates website and marketing materials as needed.
• In consultation with the Directors, plan and administer administrative operations services such as IT, Event Planner Card (EPC) and space management.

Programmatic Planning: Center for Portuguese Studies (CPS)

• In consultation with the CPS Director, manages the Berkeley-Portugal program, this involves working with the Portuguese ministry and the Luso-American Development Foundation as the point person for the project and administering the mobility research grant program and the CPS visiting scholar program.
• Assists the CPS Director in organizing small scale public events and making the annual report for the sponsors.
• Updates the CPS website page.
• In consultation with the Graduate Division, evaluates applications for the Pinto Fialon scholarship program and ensures disbursement of undergraduate and graduate awards for the Pinto/Fialon Fellowships for each academic year.
• In close collaboration with the Consulate of Portugal in San Francisco, publicize and promote lectures and colloquia and other public events related to Portugal on the UC Berkeley campus by visitors from Portugal or specialists on topics related to Portugal and the Portuguese-American community.

Programmatic Planning: Center for British Studies, Modern Greek & Hellenic Studies, and Anglo American Studies

• Plans and coordinates small scale conferences and events, and works with faculty directors of each program to successfully carry out the administrative needs including logistical arrangements for travel, reimbursements, payments, catering, room reservations, and communications.
• Administers and ensures the successful rollout of faculty and student exchange programs, updates the respective website pages, organizes annual board meetings and works with the Chief Administrative Officer to provide financial forecasts and budget information for program directors.
• Assists the program directors in making the annual reports for the sponsors.

Required Qualifications

• Thorough knowledge of and/or can quickly learn University rules and regulations, campus specific processes, protocols and procedures for budget, accounting and fund management, knowledge of - Generally Accepted Accounting Principles (GAAP).
• Knowledge of a variety of administrative operational activities such as event planning, basic fundraising processes, risk management planning, accounting and payroll, and contracts and grants regulations and guidelines.
• Experience managing budgets, budget forecasting and re-forecasting.
• Ability to communicate effectively with all levels of staff, faculty, alumni/donors, and government officials, students, and external constituencies, both verbally and in writing.
• Ability to take initiative and manage projects with minimal supervision, including strong time management skills and ability to meet tight deadlines required.
• Ability to multi-task with demanding timeframes, remain calm and maintain a professional demeanor at all times.
• Ability to meet deadlines and to respond to questions in a timely manner.
• Strong service orientation and ability to work proactively as part of a team.
• Ability to use discretion and maintain confidentiality, and use sound judgment in responding to issues and concerns.
• Bachelor's degree in related area and/or equivalent experience/training.

Preferred Qualifications

• Solid knowledge of and/or can quickly learn common University-specific computer application programs.
• Knowledge of Portuguese or Modern Greek.

Salary & Benefits

This is a 100% full-time (40 hrs a week) exempt career position, which is paid monthly and eligible for UC 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 annual salary that the University reasonably expects to pay for this position is $80,400.00 - $90,000.00.

How to Apply

• To apply, please submit your resume and cover letter.

Other Information

• This is not a visa opportunity.

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.

The University of California's Affirmative action policy.

The University of California's Anti-Discrimination policy.