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.
In the Division of Student Affairs and under the Residential Student Services Programs portfolio, the Early Childhood Education Programs (ECEP) serves over 260 children (3 months through pre-kindergarten) of university (faculty, staff and students) and community families. The program consists of over 60 career FTE, 10- 30+ limited and per diem substitutes, and up to 100 student assistants who work daily with children and families in the program to assure quality early education experiences that best nurture and develop the individual child, support a family responsive environment for the university and advance the field of early childhood education.
Application Review Date
The First Review Date for this job is: 10/06/2022
Complete ECEP & licensing forms and requirements and is associated with Community Care licensing and the appropriate center(s).
Create, maintain and audit all ECEP listservs for parents, staff, centers, etc.
Prepares and/or transcribes correspondence, spreadsheets, presentations, flyers, announcements, internal forms and documents, and other written materials for the department management team and program use and/or distribution.
Ensure daily pick-up and distribution of mail, and sort and answer ECEP Departmental email, and redirect as appropriate.
Responsible for managing, updating, and maintaining a comprehensive office filing system and tracking systems.
Ensures timely submittal of reimbursement requests to appropriate group for processing.
Coordinate purchases for central administrative staff or program-wide projects.
Anticipate purchasing cycles and needs; ensure complete and timely purchases.
Manage access cards for centers with card key access, including timely communication of activation, deactivation, lost cards, etc.
Ensure timely submittal of card key deposits to SA Cashiers.
Coordinates logistics for conferences and meetings, such as speaker, catering, and communication.
Draft correspondence and schedule appointments, as required.
Schedule meetings, reserve rooms, and prepare and distribute materials for meetings.
Works with department management to update/review/revise website.
Prepare, research and process all paperwork to establish vendors as needed.
Answers inquiries and provides consistent, appropriately researched answers to the public, students, and University personnel by phone, email, or in-person.
Effectively describe ECEP to prospective parents, job applicants, or donors.
Independently handles inquiries regarding admissions policy, purchasing procedures, status of waiting list (i.e. support and disseminate information), job announcements, and contact persons at all sites including administrative staff.
Screens phone inquiries and route them appropriately when requires management or other specialized response.
Human Resources Support
Responsible for all record-keeping related to on-site personnel files; including but not limited to compiling, updating, and maintaining employee files in regards to immunizations, certifications, emergency contacts, work-study balances, etc., and sending reminders to staff when documents are expiring and/or require updating.
Assists department with recruitment and onboarding of new staff, and coordinate timely pre-employment process for all new hires to ECEP such as ensuring hiring ticket submittal and approvals and that new employees before first day of work.
Responsible for most aspects of Student Assistant recruitment and hiring process, including but not limited to: work-study referrals, appropriate clearances, hiring tickets, etc.
Applies professional concepts to perform analysis of data and program to moderately complex projects, policies and/or processes and functions, including performing analytical studies on a variety of policies and issues within the program.
Provides direct analytical support to the Executive Director and Associate Director for project planning, implementation, monitoring and evaluation of policies and processes related to the overall business model.
Participates in administrative policy and program planning and development.
Assist Executive Director and Associate Director with compiling data for reports.
Report Writing/Data Presentation
Using appropriate research methodology gathers and assembles analytical and factual data on assigned programs and issues to prepare reports and/or analyses summarizing information on the assigned issues and commenting on other significant issues for internal department constituents.
Using subject matter knowledge, collects and prepares information in the most effective presentation format that synthesizes generally complex data and issues into easy-to-interpret.
Continuing Education and Professional Growth & Development
Continues to broaden own professional knowledge and skills.
Attends on-going training, staff meetings, and in-service training as required.
Completes all mandatory training for UC Berkeley and ECEP on, or before, deadlines.
Attends workshops and trainings as directed by supervisor.
Provides health and safety training, guidance on safe work practices, provides proper equipment, observes work practices and correct methods and investigates accidents.
Works in a safe and responsible manner while not putting self or others at risk.
This includes complying with applicable policies and regulations; using personal safety gear; observing warning signs; learning about potential hazards; and reporting unsafe conditions.
3-5 years of experience and/or equal combination of education and experience working in a similar environment.
Broad knowledge of office environments and executive administrative support needs with the ability to provide accurate executive level support in a fast-paced environment.
Excellent oral and written and communication skills.
Excellent interpersonal skills for working with diverse groups of students.
Customer service skills, which include ability to follow through on requests to resolve problems, answer questions and ability to use available resources and references.
Excellent computer skills and proficiency in MS Office Suite, particularly Word and Excel and database management, with the ability to quickly learn and use new software programs.
Excellent organizational and time management skills, including demonstrated strong attention to detail, ability to prioritize, exercise initiative, perseverance and sound judgment while effectively executing numerous projects in a high-pressure, fast-paced environment.
Ability to obtain, understand and give adequate consideration to others' priorities, opinions, and concerns, both to secure maximum input for analysis and solution of problems and to assure reciprocal cooperation in working with a diverse group of staff.
Excellent analytical skills and the ability to resolve complex problems and discrepancies creatively, using sound judgment, while staying within policies.
Must be able to exercise good judgment to know when to refer situations or information to a higher authority for handling.
Must be forward thinking and able to anticipate problems and solutions.
Requires understanding of complex licensing and compliance related regulations that the department must meet as well as industry best practice administrative processes to comply.
Ability to work independently as well as in a team environment and establish and maintain effective working relationships.
Ability to treat sensitive matters with discretion and tact, and to maintain confidentiality.
Ability to successfully pass a background check with approval from the Department of Social Services and maintain clearance to remain employed in the position and successfully complete campus FERPA training.
Associate's degree in education, social services, business management, human resources, or related area and/or equivalent experience/training.
Must provide proof of current negative TB clearance, up-to-date measles vaccination and up-to-date health screening clearance and any new State or UC Berkeley health requirements for positions working with young children.
Must complete blood-borne pathogen training upon hire and annually thereafter.
Must complete on-line State of CA Mandated Reporter training upon hire and annually thereafter.
Must complete integrated pest management (IPM) training within 12 months of hire and annually thereafter.
Must complete all required university trainings (Ethics, Sexual Harassment for Supervisors, IT Security, etc.) within established timelines.
Basic knowledge of unit, departmental, and University policies and procedures.
Experience working with University students, faculty, and staff.
Knowledge of early care and education programs, best practice approaches.
This is a 100% full-time (40 hrs a week) non-exempt career position, which is paid bi-weekly and eligible for full UC Benefits. Hourly pay for this role is commensurate with experience within the range of $27.82 (Step 2) - $31.83 (Step 8).
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.
Employment is contingent upon passing a physical exam.
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.
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 see:
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.