Office Administrator, Clinic Programs (4263C), Berkeley Law - #74544

At the University of California, Berkeley, we are dedicated to fostering a community where everyone feels welcome and can thrive. Our culture of openness, freedom and belonging make it a special place for students, faculty and staff.

As a world-leading institution, Berkeley is known for its academic and research excellence, public mission, diverse student body, and commitment to equity and social justice. Since our founding in 1868, we have driven innovation, creating global intellectual, economic and social value.

We are looking for applicants who reflect California's diversity and want to be part of an inclusive, equity-focused community that views education as a matter of social justice. Please consider whether your values align with our Guiding Values and Principles, Principles of Community, and Strategic Plan.

At UC Berkeley, we believe that learning is a fundamental part of working, and provide space for supportive colleague communities via numerous employee resource groups (staff organizations). 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 full-time staff employees with at least 80 hours (10 days) of paid time per year to engage in professional development activities. Find out more about how you can grow your career at UC Berkeley.

Departmental Overview

Berkeley Law is consistently ranked as one of the top law schools in the nation. The law school has produced leaders in law, government, and society, including Chief Justice of the United States Earl Warren, Secretary of State of the United States Dean Rusk, Attorney General of the United States Edwin Meese, United States Secretary of the Treasury and Chairman of the Federal Reserve G. William Miller, and former Solicitor General of the United States Theodore Olson.

At Berkeley Law, we are committed to excellence in education and scholarship, as well as equality of opportunity. We believe we have a responsibility to use our substantial intellectual capital to help solve real-world problems and to create a more just society through clinics, research, and policy engagement. We believe that a Berkeley Law degree is a tool for change, both locally and globally, and that we should be educating the leaders of tomorrow. We maintain an environment that nurtures academic and personal growth, respects a diversity of ideas, and stimulates independent thought and critical reasoning.

Berkeley Law's clinics-eight in the community, six in the law school-are directed by full-time faculty members who are highly regarded experts in their fields. Classroom seminars provide students with the necessary foundation in relevant law and practice, while hands-on casework for clients builds critical lawyering skills. The Clinical Program is a working law office within the law school and the in-house Clinics include the Death Penalty Clinic (DPC), the Environmental Law Clinic (ELC), Global Rights Innovation Lab Clinic (GRILC), the International Human Rights Clinic, the Policy Advocacy Clinic (PAC), and the Samuelson Law, Technology & Public Policy Clinic (SLTPPC).

Mission Statement

The mission of Berkeley Law's Clinical Program is to advance racial, economic, and social justice through three interrelated activities:

1. Teaching

Preparing law students to address pressing societal problems and to become highly-skilled, responsible and reflective legal practitioners.

1. Service

Providing first-rate legal services to underrepresented individuals, marginalized communities and public-minded organizations - locally, nationally and globally.

1. Research

Producing cutting-edge, interdisciplinary research to support litigation, inform public policy and increase the effectiveness of our teaching and service.

Position Summary

The position involves managing or performing the administrative management and the full general operations of the Clinical Program, a medium-sized academic organization functioning as a law firm within the law school. The Office Administrator will work alongside other office administrators to support the overall program and six independent in-house clinics with approximately 30+ faculty and staff members and 100+ students each semester. Administrative services include activities in finance and faculty support and may also include IT, facilities, or student services.

Application Review Date

The First Review Date for this job is: December 9, 2024

Responsibilities

Serves as one of the Clinical Program's purchasers and is responsible for processing reimbursements.

• Purchases all travel for faculty and students through the university's Direct Bill system.
• Responsible for Clinic purchasing with a university bluCard and event planning card.
• Processes reimbursements related to Clinic travel, events, and general expenses.
• Consults with internal and campus-wide financial experts to create guidelines on best practices in financial management and purchasing.
• Functions as a resource on issues such as researching complex financial discrepancies, escalated customer service problems and vendor concerns.
• Assesses and recommends changes to maintain compliance with federal and state requirements and internal campus policies.
• Participates in the development and revision of the Clinical Program operating procedures and guidelines.
• Researches and resolves vendor issues as required.

Conducts high-level administrative activities which may include some of the following functions: facilities, clinic suite maintenance, and event planning, student services, communications, informational technology inventory and security, client confidentiality, correspondence, and scheduling.

• Responsible for general office administrative operations for the Clinical Program office, including front desk reception.
• Serves as the administrative point of contact and responds to all general inquiries; ensures that records and information are current and accurate; liaises with IT/Media/Facilities on program needs; administers program and administrative support for Clinical faculty teaching, research and service needs; tracks alumni; affiliations.
• Tasks are of moderate scope and complexity, and require exercising independent judgment within the defined guidelines and practices to determine appropriate action.
• Delegates work as needed to student assistants and reviews student work product.
• Under the supervision of the Director of Administration, plans and administers all Clinical Program events, roughly 1-2 a week.
• Under the supervision of the Director of Administration, oversees the program's application and enrollment process and independently works to resolve conflicts.
• Develops and implements program orientation and training materials and ensures that students are appropriately on-boarded and informed regarding Clinic procedures.
• Updates and maintains Clinical Program bCourse (seminar) pages .
• Assists with administrative duties related to faculty tenure and promotion packages.
• May be responsible for notary duties, including but not limited to witnessing the signing of documents and administering oaths to people who are signing the document, for the Clinical Program.
• Assists with exam proctoring and clerkship letters.

In partnership with the Communications and Marketing Specialist, develops marketing and publicity materials and participates as backup for updating web content:

• Occasionally develops fliers, publicity materials, templates, and correspondence for the Clinical Program and for individual clinics.
• Occasionally updates Clinical Program website and Clinic social media.
• Engages in professional development and training opportunities as needed.

Performs additional duties as assigned.

Required Qualifications

• Knowledge of a variety of administrative operations activities such as events planning, website management, finance, and accounting.
• Excellent computer skills, including proficiency with MS Office, Google Suite, and video conferencing platforms with the ability to learn new computer programs and software systems.
• Solid communication and interpersonal skills to communicate effectively and diplomatically with all levels of staff, both verbally and in writing.
• Ability to work with diverse populations with diplomacy, poise, and tact.
• Solid organizational and time management skills with the ability to prioritize and exercise initiative to effectively execute multiple projects with competing deadlines.
• Ability to use sound judgment in responding to issues and concerns.
• Strong attention to detail.
• Ability to work independently, as well as a team member, and to establish and maintain effective working relationships.
• Ability to problem solve.
• Excellent customer service orientation.
• Ability to use discretion when dealing with sensitive information and maintain all confidentiality.
• Demonstrated commitment to and understanding of diversity, equity, inclusion, and belonging (DEIB), and ability to apply and integrate core concepts of DEIB into everyday practice.
• Must be 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.
• Must demonstrate a sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds present in our community.
• Able to work at occasional evening events.
• Prior administrative and/or office management experience.

Education/Training

• Bachelor's degree in related area and/or equivalent experience/training.

Preferred Qualifications

• Working knowledge of and/or can quickly learn common campus-specific and other computer application programs.
• Expertise in social media outreach.
• Graphic design skills.
• Basic to intermediate knowledge of WordPress and Canva.
• Knowledge of fundraising processes.
• Knowledge of contracts and grants regulations and guidelines.
• Spanish language skills a plus.

Salary & 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 hourly range that the University reasonably expects to pay for this position is $33.61 (Step 4) - $36.77 (Step 8).

• This is a 12-month, temporary position at 100% (40 hrs a week).
• This is a non-exempt, bi-weekly paid position.
• This position is eligible for UC Benefits.

How to Apply

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

Other Information

This position is governed by the terms and conditions in the agreement for the Clerical & Allied Services Unit (CX) between the University of California and Teamsters Local 2010. The current bargaining agreement manual can be found at: http://ucnet.universityofcalifornia.edu/labor/bargaining-units/cx/index.html

This is a Limited, 1-year appointment. Per CX contract, this appointment is not subject to the automatic conversion to career status, as provided in Section B.2., because the position is funded for 18 months or less. In the event the position is funded beyond 18 months, the limited appointee shall be converted to career retroactive to the first of the month following attainment of 1000 hours.

• This is not a visa opportunity.
• This position is eligible for up to 20% remote work. Exact arrangements are determined in partnership with your supervisor to meet role responsibilities and department needs, and are subject to change.

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.

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.