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Application Review Date
The First Review Date for this job is: 1/24/20
The Program Associate plays an integral role on Programs Team, providing logistical support in the areas of visitor services, events, and outreach. This position offers excellent opportunities for learning and growth in these areas, as well as extensive training in University processes.
The primary area of responsibility for this Program Associate is visitor services. Under the guidance of the Visitor Services Coordinator, the Senior Program Associate provides support for efforts to ensure an ideal environment for collaborative research for the visiting and resident scientists. Duties include various logistical and administrative tasks related to database management, academic appointments, housing, building access, visas, and social events.
The secondary area of responsibility is in providing support for Simons Institute workshops, symposia, and other events, as needed Diverse duties may include, among others, booking lodging and catering, processing receipts, and venue setup. The Program Associate may occasionally support additional outreach activities as well.
The Program Associate may monitor and make design and text edits to the Institute's electronic communications, including website content, electronic display screens, event registration pages, and other channels. Various additional design tasks may be assigned, where appropriate.
This position offers an opportunity to join a dynamic team in a start-up environment within the University. The Simons Institute for the Theory of Computing was established on July 1, 2012, and began offering its inaugural public programs just last year. The ideal candidate will thrive in a collaborative environment where team members often work outside defined roles.
This position may require participation in occasional evening and weekend events.
75% Provide support for the Institute's visitor services program, which is focused on ensuring an ideal environment for collaborative research for the visiting and resident scientists. Duties include various logistical and administrative tasks related to database management, academic appointments, visas, and social events.
10% Provide logistical and administrative support for Simons Institute workshops, symposia, and other events. Diverse duties may include, among others, booking lodging and catering, processing receipts, and venue setup. May serve a lead coordinating role on a limited number of events over the course of the semester, under the guidance of the Event Coordinator.
10% Monitor and make design and text edits to the Institute's electronic communications, including website content, electronic display screens, event registration pages, and other channels. Various additional design tasks may be assigned, where appropriate.
5% As a member of a dynamic, collaborative team in a start-up environment within the University, the incumbent will take on a variety of tasks that fall outside his or her specifically defined duties.
Required: Outstanding project- and time-management skills, specifically the ability to plan and execute several numerous projects with complex and overlapping timelines. Included here are all of the disciplines of project management, including translating goals into specific actions, building and an implementing a complex timeline, foreseeing difficulties and delays, building contingency plans, eliciting timely responses from recalcitrant colleagues, and pivoting efficiently among projects, without falling behind on or losing track of the numerous isolated or recurring tasks that fall outside of large projects.
Required: Outstanding written communication and document-production skills, including the ability to produce flawless prose in a variety of communication registers, and to compose polished, error-free documents, precisely tuned to context and refined and accurate in visual presentation.
Required: Outstanding interpersonal skills, including the ability to excel in both leadership and supporting roles in complex, multiparty collaborations; capacity and inclination to foster harmonious outcomes, and to support and inspire colleagues at all levels to do beautiful, polished, and efficient work, in service of the Institute's mission.
Required: Outstanding oral communication, specifically the ability to communicate with clarity, precision and good cheer to a variety of constituencies, including visiting scientists, resident faculty and staff, campus partners, vendors and contractors. Included here are receptive communication skills, especially the ability to detect misunderstandings early on, and to calibrate style and level of detail to the occasion.
Required: Extraordinary thoroughness and attention to detail in all aspects of work, especially: written (punctuation/grammar/style), graphic (typography/presentation/consistency), and task-management-related (keeping thorough track of all commitments and required actions).
Required: Outstanding analytical skill, including the
ability to analyze business processes and develop innovative strategies to improve outcomes and efficiency. Job-specific technical capacities in this category include the ability to construct analytical processes to yield desired information from data sets.
Desired: Technical fluency in software clients used for
management and online media, as well as Salesforce (desired), the Institute's constituent database
Desired: Knowledge of campus policies regarding travel and entertainment, and procurement.
Desired: Thorough knowledge of the campus, its
mission, goals, objectives, achievements, issues of concern
Desired: Thorough knowledge of relevant internal and external constituencies, including the campus scientific community, the international theoretical computer science community, and sectors of the public with interest in computing, mathematics and science.
Desired: Experience in event coordination; UC Berkeley Event Planning Certification also desirable.
Desired: Experience and skill in simple graphic design
using applicable software tools (e.g. Adobe design suite).
Desired: Experience with various software tools including: Salesforce or other constituent management databases, online registration tools (e.g. Eventbrite, Regonline), email marketing tools (e.g. MailChimp, Convio), and Drupal or another website content management system; HTML experience also desirable.
Desired: Familiarity with University policies and procedures for procurement and related activities, including experience with online systems such as BearBuy, BFS, and CADS.
The hourly salary range designated for this position: $24.14 - $29.67; however, starting salary will be commensurate with experience.
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.
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