Job Requisition Number: 23881. The International Association for the Study of Traditional Environments (IASTE) is an interdisciplinary, academic organization of scholars and practitioners interested in the cross-cultural and comparative study of traditional built environments. IASTE is based at the Center for Environmental Design Research (CEDR) at U.C. Berkeley, an organized research unit serving the College of Environmental Design. Current activities include: the publication of a semi-annual journal, Traditional Dwellings and Settlements Review, and the Traditional Dwellings and Settlements Working Paper Series, consisting of papers presented at IASTE conferences; the organization of biennial international conferences; the management of the association’s memberships and public outreach program; and the activities of the pilot Center for Arab Societies and Environments Studies (CASES). The incumbent will work as the association and center’s coordinator under the direct supervision of the director, who is a Berkeley faculty member, with other IASTE staff (the managing editor and the design director of the journal) and with CEDR staff.
Involves providing administrative oversight for an executive, including the coordination of communications and pertinent data among a group of the executive's subordinate management staff. Performs and/or oversees special projects or assignments that are sensitive or complex in nature, requiring a high level of independence and initiative in execution and implementation. Handles details and oversees work of a highly confidential and critical nature to support the director on matters of significance.
Working as part of a team under the direction of the director and with the help of one or two part-time graduate and/or undergraduate assistants. The incumbent liaises with university administration, academic departments, and the general public. At a high level, the incumbent manages analytical services and performs administrative problem-solving tasks to support the director on a variety of operational and planning issues and participates in development of short and long range plans. S/he will also assist in developing IASTE policies, procedures and standards, as well as strategic planning. In addition, the incumbent manages aspects of the planning and implementation of events and programs, including preparing event plans, budgets, staffing, and logistical needs. The incumbent also assists with the management of a complex events calendar, develops timelines including task assignments for staff and students.
The incumbent will also coordinate the publication of a semi-annual journal and a working paper series, the organization of a biennial international conference, and a public outreach program.
Involves managing or performing the administrative services or managing the full general operations of an 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.
Program Development: •Develop, manage, and implement fellowship programs for IASTE/CASES seminars, workshop and conference activities, including promoting the event to the IASTE community to attract various applicants. Gather and analyze financial and other data for IASTE/CASES grants; articulate budget items for specific activities as defined by the director and IASTE committee; prepare budget proposals. •Management and oversight of the research program, the biennial conference, and occasional workshops and seminars. •Oversight of budgets and in coordination with CSS to maintain IASTE/CASES grant and fellowship programs, including payments to students and faculty. •Individually analyze budgets for faculty and student research and travel grants. Makes specific recommendations to director on select grant programs and assign budget figures to each category. •Library research and grant writing: the incumbent assists the director in researching and writing grants to raise funds for the various activities of the association. Coordinate the conference program: the incumbent has chief responsibility for organizing IASTE’s biennial conferences. Each conference is attended by over 200 participants. During the planning period, the incumbent works with the director to research the conference theme, publicize the call for papers and poster, review abstracts and papers, correspond with keynote speakers and session chairs, research and reserve conference facilities, maintain contact with all participants, keep track of pre-registration and prepare the program and conference packets.
Business and Program Operations: •Manage the business affairs of the association. Advise IASTE members on policies and procedures, working with the director on planning organizational needs, and preparing plans, goals, objectives, or criteria for departmental processes. Keep director informed regarding significant issues and deadlines. Prepare complex ad hoc reports. Develop and implement database to track compliance documentation for IASTE grant programs. Coordinate with CSS on developing and maintaining IASTE/CASES budgets. •Manage program activities concerning post-doctoral researchers, graduate student researchers, visiting professors/scholars and undergraduate student assistants. •Develop and supervise administrative duties of the student assistants. •Update and maintain IASTE’s membership database and files. Responding to all inquiries and correspondence, and initiating publicity drives. Administrate the publication program: incumbent is primarily responsible for processing all membership and publication orders, for maintaining appropriate database and file records, and managing all mailing of publications. The incumbent is also expected to work with the editors of the working paper series to ensure the accurate and timely production of the series following each conference.
Visitor and Scholar Assistance: •Work with CSS to coordinate all post-doctoral and visiting scholar appointments and all visa petitions. •Manage and provide oversight of office arrangements and logistics of new arriving visiting scholars and post-doctoral fellows. Arrange visitor access to libraries; general orientation of the department and facilities; responsibilities of research during the time they are in residence at IASTE/CASES.•Familiarity with campus processes, protocols and procedures. Knowledge of federal regulations such as FERPA. •Thorough knowledge of common campus-specific and other computer application programs and of university rules and regulations, processes, protocols and procedures for budget, account and fund management, personnel management, and analytical problem solving skills. •Knowledge of a variety of operations activities such as events planning, basic fundraising processes, risk management planning, website design, accounting and payroll, and contacts and grants regulations and guidelines. •Political acumen and sensitivities to the differing perspectives and political circumstances within all levels of the Campus as well as the Office of the President and external constituencies (active listening, critical thinking, persuasiveness, advising and counseling skills). •Strong service orientation. •Strong skills to communicate effectively with all levels of staff, faculty, alumni/donors, students and external constituencies; both verbally and in writing. •Ability to multi-task with demanding timeframes. •Ability to use high-level discretion and maintain a high level of confidentiality. •Interest in, and knowledge of, the fields of traditional dwellings and settlements, third world housing, and cultural landscapes. •Strong writing and editing skills. •Computer proficiency, including experience with Word, Excel, and Filemaker Pro. •Ability to juggle multiple tasks, ranging from administrative to research, with long- and short-term deadlines. •Good public relations skills. •Commitment to a regular weekly schedule for an extended period of time.
Education/Training: •Bachelors degree in related area and/or equivalent experience/training This is a two year, 20 hour per week, contract position.
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