Administrative Officer 2 - Special Assistant (7376U) Job 23585 - I School/CLTC
University of California Berkeley
September 20, 2017
Full-time - Experienced
Higher Education Institution
Berkeley is committed to hiring and developing staff who want to work in a high performing culture that supports the outstanding work of our faculty and students. In deciding whether to apply for a staff position at Berkeley, candidates are strongly encouraged to consider the alignment of the Berkeley Workplace Culture with their potential for success at http://jobs.berkeley.edu/why-berkeley.html.
Application Review Date
The First Review Date for this job is: 9/25/17
The Center for Long-Term Cybersecurity was established with a $15M grant from the William and Flora Hewlett Foundation to Berkeley to support the building of a new field of cyber-security research that is multi-disciplinary and global in scope, and that contributes to shaping long term policy in the field. The field of cybersecurity in the past has been seen primarily as the domain of defense professionals who have sought technological solutions to short-term threats. The CLTC is based in UC Berkeley's School of Information (I School), a graduate research and education community committed to expanding access to information and to improving its usability, reliability, and credibility while preserving security and privacy. Our multi-disciplinary faculty conduct research in the development of user-friendly interfaces, new approaches to security and privacy, and exploration of the role of technology in developing regions. The I School offers two professional master's degrees and an academic doctoral degree.
The Special Assistant will play a critical role in helping to develop and expand the role of the CLTC on campus by providing a wide range of support, which includes tracking both administrative and research projects, composing correspondence, facilitating communications across the organization, coordinating travel arrangements, and scheduling appointments. The Special Assistant will be tasked with managing the general operations of the Center, helping to build and support the Center's programming, navigating human resource systems to hire vendors and give sub-awards, scheduling and preparing for public and private events, and ensuring facilities are well-maintained. The Special Assistant also will be in charge of maintaining the CLTC's grant allocation program, including managing complicated grant applications and ensuring funds are appropriately allocated. The Special Assistant will maintain CLTC's outreach databases containing sensitive lists of prospective donors and prominent community and government officials in the cybersecurity community, and will ensure that CLTC maintains regular contact with those individuals. Part of this responsibility will be to help manage and grow the Center's Corporate Membership Program.
The role is a good fit for candidates seeking experience in the wide range of skills and capabilities needed to manage and operate a quickly growing organization, as the Special Assistant will work closely with the Center's Executive Director. This position provides a high level of administrative support and event planning. The position requires balancing multiple, often simultaneous, activities and the ability to prioritize work to ensure that tasks are completed on time. The position also requires a high level of professionalism, strong interpersonal and communication skills, the ability to support and work in a dynamic environment, and a high degree of personal ownership to ensure quality work products are delivered and support activities are performed.
This is a one-year contract position, with possibility of renewal. Ideally, the candidate will express interest in staying in the role for at least 2 years.
30% Budget and Grant Tracking: Manages CLTC grant allocation process, including advertising grant application, tracking incoming applications, allocating them to reviewers, and overseeing the transfer of award funds: Assists in preparing budget for contract and grant proposals. Files reimbursements. Monitors CLTC expenses and pending reimbursements and provides financial reports to the Director.
15% Vendor and Subaward Preparation: Researches and recommends vendors/prices/equipment and may identify substitutes. Prepares first drafts of Statements of Work and Subaward text for supervisor review. Prepares purchase orders.
15% Scheduling and Events Management: Manages director's calendar, including but not limited to meetings with staff, faculty, potential new donors, current donors, and prominent public officials. Organizes a wide-ranging set of stakeholder engagement activities including private dinners and events sponsored by key business partners. Makes travel arrangements, negotiating with hotels, etc. for best logistical arrangements for rooms. Oversees administrative and logistical arrangements for CLTC engagements involving multiple parties, receiving limited direction.
15% Relationship-Building: Handles sensitive and confidential information regarding prospective donors and prominent community and government officials, and maintains database of CLTC interactions with such officials, including restricted information such as contact information for such individuals. Act as representative the program and Director to high level internal and external contacts on complex matters.
15% Communications: Updates and maintains CLTC web pages using basic knowledge of HTML or web editing tools. Prepares correspondence and other written materials, and proofreads such correspondence. Frequently make recommendations to the Director regarding operational issues, then implementing the decided upon course of actions.
10% Research and Project Management: Independently prepares reports and research for the Director based on information compiled from various specified sources, using spreadsheets, standard office software programs, and PowerPoint to better display results. Tracks ongoing projects and ensures deadlines are kept. Keeps Director and other staff abreast of ongoing activities and commitments. Prepare highly professional and technical presentations with minimal direction and guidance.
*********************************This is a one-year contract position******************************* ******************************Cover Letter and Resume required**********************************
Solid communication and interpersonal skills to communicate effectively with all levels of staff, both verbally and in writing, including active listening and critical thinking skills. Solid organizational skills and ability to multi-task with demanding timeframes. Ability to use discretion and maintain all confidentiality. Ability to use sound judgment in responding to issues and concerns. Ability in problem identification, reasoning; ability to develop original ideas to solve problems. Skill in managing sensitive and confidential information regarding prospective donors and prominent community and government officials. Experience managing complex projects. Strong interpersonal and customer service skills sufficient to establish and maintain effective working relationships, including the ability to interact with individuals from diverse values, cultures, and backgrounds, and with a wide ranging clientele VIP. Strong time management, including the ability to triage work based on priorities and time sensitivities. Patience and discipline when dealing with logistical coordination under difficult circumstances.
An interest in cybersecurity or technology is preferred. Experience with UC Berkeley financial and administrative systems is preferred. Working knowledge of common campus-specific and other computer application programs. Bachelors degree in related area and/or equivalent experience/training preferred.
Salary & Benefits
For information on the comprehensive benefits package offered by the University visit:
*The hourly salary range designated for this position: $21.70 - $33.09; however, starting salary will be commensurate with experience.
*This is a one-year contract position. Contract positions may be extended based on operational demand. Contract positions are eligible to participate in the health and welfare programs offered by UC Berkeley.
How to Apply
Please submit your cover letter and resume as a single attachment when applying.
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.
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.