Office Coordinator (4722C), Department of Nutritional Sciences & Toxicology - #74946

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Departmental Overview

The Department of Nutritional Sciences & Toxicology (NST) focuses on the metabolic biology of nutrients and toxicants in relation to human health and disease. Our research and curriculum span a breadth of topics, from the delivery of nutrients to mammalian cells and their molecular functions, through the influence of genetics on diet-associated human disease, to programs and policies that address human and environmental health and safety.

The Department of Nutritional Sciences at the University of California, Berkeley is recruiting a NST Office Coordinator. The person in this position will report to the Department Chief Administrative Officer. The purpose of this position is to provide responsive and timely customer service to faculty, staff, students, Department CAOs and Chairs, to ensure that the departments functions smoothly on a daily basis by performing a wide variety of clerical, event coordination and administrative support tasks.

Scope: Professional who applies acquired job skills, policies, and procedures to complete substantive assignments/projects/tasks of moderate scope and complexity; exercises judgment within defined guidelines and practices to determine appropriate action.

Impact: This position reports directly to the department CAO, performing administrative and clerical support to the department CAO in accomplishing their roles and responsibilities. Supporting the manager in a variety of capacities. This position provides direct main office support including greeting visitors, and overseeing the main office operations. This position plays a pivotal role in large and small details of department seminars, fundraising and other events. This position is essential to ensure smooth administrative operations in the department serving as a resource to students, faculty, and staff regarding policies, procedures, and department operations.

Application Review Date

The First Review Date for this job is: December 27, 2024. This position will remain open until filled.

Responsibilities

• Oversees day-to-day operations within NST's departmental office and provides excellent "front line" customer service.
• Supervises a team of student workers to staff the front desk and handle various front office functions, including receiving and directing visitors and incoming calls, fielding questions, managing mail delivery, scheduling conference rooms, monitoring Morgan Hall common areas, distributing parking passes, and facilitating equipment checkout.
• Reporting building/safety/equipment issues to RCNR Facilities
• Responsible for keeping the front desk area, supply cabinets, copy rooms, and conference rooms tidy, stocked, and organized.
• Assists faculty, students, and staff with connecting various administrative requests to their appropriate point of contact within RCNR and Campus Shared Services.

SEMINAR & EVENT PLANNING & SUPPORT

• Serves as the main staff point of contact for the NST seminar series.
• Coordinates travel arrangements, reimbursements, and honorariums for speakers, communications, and publicity.
• Oversees planning for receptions for NST's endowed lectures.
• Plans and coordinates the holiday parties and occasional special events.
• Assists with planning and arrangements for NST department retreats.
• Works closely with the graduate advisor to provide event and staffing support for the annual graduate recruitment weekend.
• Assists the CAO with organizing candidate interview visits and other events related to the faculty recruitment process, including:
• Arranging catering, travel, and reimbursements
• Providing general administrative and AV assistance related to events

PURCHASING & REIMBURSEMENTS

• Serves as the NST administrative office's main point of contact with CSS Business and Financial Services.
• Coordinates and submits reimbursements for expenses associated with the seminar series, graduate student recruitment weekend, faculty recruitment, and department special events.

Coordinates and submits NST department purchasing requests, including:

• Supplies, equipment, and honorariums
• Vehicle rentals and catering for events and faculty/postdoc lunches
• Makes air, hotel, and other travel arrangements for seminar speakers, faculty and graduate student recruits, and other department visitors.
• Manages the department's credit card.
• Assists with tracking spending for events and student groups.
• Obtains exceptional approval for purchases and events that require it.
• Ensures department purchases and reimbursements align with university policies.
• Follows up to ensure people receive their reimbursements and vendors are paid promptly.

EQUIPMENT & FACILITIES

• Assists with monitoring Morgan Hall common areas, contracts, supplies, and equipment.
• Reports building and safety issues to RCNR Facilities and follows up as needed.
• Organizes service and repairs for shared equipment when necessary.
• Assists with arranging equipment training and hazardous waste pickup.
• Serves as the primary department point of contact for fire alarms and evacuations.

COMMUNICATIONS

• Provides administrative assistance to the department CAO and chairs, including scheduling meetings, recording meeting minutes, gathering documentation, and handling follow-up requests.
• Assists with special projects as needed, such as updating department websites, creating social media content, and managing electronic communications.

Required Qualifications

• 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, solutions oriented, multi-task and time management skills.
• Requires interpersonal and work leadership skills to provide guidance to other nonexempt personnel.

Education/Training:

• High school diploma or equivalent experience.

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 salary or hourly range that the University reasonably expects to pay for this position is $29.63 - $30.26. This is a non-exempt, bi-weekly paid position.
• This is a full-time, Career position that is eligible for full UC benefits.
• This is an on-site position at the University of California, Berkeley.
• 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

How to Apply

To apply, please submit your resume and cover letter.

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.

Mandated Reporter

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.

Misconduct

SB 791 and AB 810 Misconduct Disclosure Requirement: As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; received notice of any allegations or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

"Misconduct" means any violation of the policies or laws governing conduct at the applicant's previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, as defined by the employer. For reference, below are UC's policies addressing some forms of misconduct:

UC Sexual Violence and Sexual Harassment Policy

Other Information

This is not a visa opportunity.

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.