Program Coordinator (4722C)
University of California
- Berkeley, CA
- Training
- Full-time
- Supports the unit's administrative processes.
- Manages student and staff calendar.
- Books meetings and events for staff and students.
- Facilitates scheduling of meetings for the executive director.
- Coordinates and schedules interviews for students when required.
- Manages all aspects and operational needs of the student and staff office spaces.
- Manages booking/travel for alumni, guest speakers and office staff.
- Maintains and posts jobs on behalf of LSBE
- Provides guidance to student staff on projects, procedures, practices, and implementation of policies, including those which are particularly complex.
- Supports team meetings with agendas, notes, and follow-up.
- Responds to inquiries about program and ensures appropriate staff are notified of questions and concerns
- Supports budget preparation/tracking and other financial activities for unit.
- Reconciles budgets and processes invoices for a variety of vendors; is looked upon as main office resource for all expense and invoice processing.
- Creates purchase order requests and submits invoices for payment including nontravel/entertainment reimbursements.
- Reconciles application fees, deposits, and all payments/checks coming into the LSBE office
- Coordinates large, complex conferences/meetings/programs.
- Administers facilities and space logistics and manages equipment needs.
- Manages bookings for all events and works with both internal and external parties to ensure event spaces are adequately booked and managed.
- including event vendors such as catering, florist, among others.
- Manages mailing and shipment (e.g. shipping tablecloth & marketing collateral to admission event sites).
- Prepares correspondence and other written materials for department management and/or faculty requiring some specialized knowledge of the subject matter.
- Edits and proofreads written materials for content consistency.
- Organize data and compile presentations (e.g., admissions data, student outcomes, course/curriculum impact, etc.), admitted student webinars, company meet and greets and other programming.
- Creates surveys and forms which are used for soliciting feedback from students on courses, events, and general programming.
- Provides results to program directors and other staff members as required.
- Works on sensitive issues, priorities, protocol, et cetera.
- Maintain advisory board member roster and contact information.
- Serve as main point of contact for meeting invitations, content dissemination, visits, etc.
- Works with program leadership to identify and pursue funding opportunities and revenue streams.
- Participates in the program budgeting and accounting processes to support financial infrastructure of program.
- Determines the need for general office equipment and supplies.
- May participate in contract negotiation and the preparation of RFPs requiring some subject matter knowledge of the materials/services.
- Develops and implements procedures for supply inventory and to keep equipment in good working condition.
- Orders all necessary office supplies, gifts for students, as well as food for students.
- Applies semi-complex spreadsheet formulas, pivot tables, and similar functions.
- Compiles and arrays spreadsheets using subject-matter knowledge of the material to ensure data results are consistent with the nature of the data.
- May analyze trends.
- Analysis that may be conducted includes comprehensive program data on programming, academics, career services statistics, and admissions statistics including data and metrics on class profiles and application trends.
- Works with department management to update/review/revise website to better communicate organization's mission, requiring substantive knowledge of organization's goals and objectives.
- Maintains and updates programs website, social media channels and external marketing content (online and print).
- Embraces the principle of being a "student always" by engaging in opportunities for training, workshops, seminars, continuing education pertinent to the position, or at the suggestion of the supervisor
- Actively contributes to a team environment that fosters and promotes a culture of diversity, equity, inclusion, and belonging (DEIB) within the unit and at LSBE .
- Engages in ongoing education to promote diversity, equity, inclusion & belonging by completing University sponsored certifications & training sessions (Ie: MEP Workshop, Implicit Bias Certification, LinkedIn Learning workshops, and other workshops & seminars offered by the University, as they are made available) or by engaging in external seminars & resources related to DEIB.
- Thorough knowledge in 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.
- Thorough knowledge of and/or can quickly learn, University rules and regulations, processes, protocols and procedures for budget, accounting and invoice processing.
- Working experience with a variety of administrative operational procedures and processes such as event planning, and contracts guidelines.
- Strong attention to detail and manages & prioritizes competing deadlines and tasks.
- Demonstrates discretion and maintains confidentiality.
- Familiar with balancing budgets, processing invoices, nontravel/entertainment reimbursements processing and other accounting and billing related activities.
- Requires interpersonal and work leadership skills to provide guidance to other nonexempt personnel.
- Strong analytical skills to review current operational processes and make recommendations for improvements and make recommendations for further efficiencies.
- To apply, please submit your resume and cover letter.
- This is not a visa opportunity.