Administrative and Communication Coordinator (6299U) - 5036
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, anim ated 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.
Application Review Date
The First Review Date for this job is: February 10, 2020
University Development and Alumni Relations (UDAR) strengthens Berkeley's excellence through engagement with alumni, parents, undergraduate and graduate students, and friends of the University, raising public awareness about Berkeley and increasing private philanthropy. UDAR provides overall direction for the campus' philanthropic advancement strategies and works to strengthen unit development in partnership with campus fundraisers. The Division handles a range of central activities and services encompassing communications, stewardship, prospect development, gift management, and more.
This position provides a range of activities associated with communicating to, serving, and engaging the UC Berkeley Foundation's Board of Trustees, comprised of professional, business, and philanthropic leaders dedicated to promoting the University's pursuits of teaching, research, and public service. The Board of Trustees is the campus's top philanthropic body. As state support diminishes, philanthropic leadership plays an increasingly important role in campus finances and in the campaign.
Since its formation, the UC Berkeley Foundation's Board of Trustees have been instrumental in driving the dynamic growth in private giving to Berkeley. Through a variety of committees and task forces, the 150-member Board supports and advises on a broad spectrum of fundraising programs and activities. It also manages the Foundation's endowment funds and oversees the Foundation's trusts.
The Board of Trustees also serves as a primary advocacy group to the Chancellor and provides leadership for a united effort to ensure Cal's continuing stature as one of the world's foremost institutions of higher learning. As such, it serves not only as the University's fundraising arm, but also as a conduit for public opinion, an advisory council, and a steady source of assistance to Berkeley's Chancellor and the campus as a whole.
Reporting to the Executive Director of Foundation Operations and working closely with the Foundation's Corporate Secretary, the Administrative & Communications Coordinator will translate Board of Trustees' constituent needs and priorities into customized programs to create, enhance, and sustain relationships between the campus and the Board. The Administrative & Communications Coordinator will collaborate with UCBF administrative officers, other units within University Alumni & Development Operations, as well as the offices of the Chancellor and staff from units across the campus.
Development and Meeting Planning & Coordination:
Coordinates meeting and event logistics between institutional and outside constituencies. This includes:
Board Meetings: The Administrative & Communications Coordinator is a member of the team that implements the plan for the 3 annual meetings of the UC Berkeley Foundation's Board of Trustees. These Board meetings are used to engage the external trustees significantly with the campus and provide a forum for the Chancellor, Vice Chancellors, and Deans to work with these volunteer, external constituents on high-impact university issues. The Administrative Coordinator supports the extensive preparation and planning, development of materials, briefing of speakers, and logistical coordination for these Board Meetings, working closely with the Events staff team throughout the process.
Board Committees: The Administrative & Communications Coordinator manages meeting logistics (including scheduling, locations, RSVPs, A/V support, reminders, refreshments, parking, and materials) for the regular meetings of the Foundation's nine standing committees, sub-committees, and taskforces, as well as meetings of the Committee chairs. These meetings vary between 2 to 6 times a year for each group.
Orientation for New Trustees: The Administrative & Communications Coordinator manages coordination of the annual orientation for the Foundation's new trustees and accompanying materials.
Oversees management of one of the Foundation's committees or taskforces, including:
Planning group topics and recruiting trustee and campus leads for each group.
Arranging preparatory conference calls between leads.
Providing administrative support to leads in gathering, preparing, and/or distributing relevant materials to group members;
Providing follow up for group leads and members by soliciting feedback, taking notes, and distributing these notes to group members and any other interested persons.
Foundation & Committee Communications Management:
Manages production and flow of written and visual materials related to the UC Berkeley Foundation; as well as the flow of communications to the board, the committees, and relevant campus constituents.
Oversees management and content of UCBF website and newsletter.
Coordinates high-level, wide-ranging distribution of materials via post, email, and the Foundation website.
Organizes complex materials generated by multiple internal staff and external partners.
Manages content creation and compilation of briefing binders for new board members.
Generates regular Board correspondence, such as the annual.
Governance letters, new fiscal year letters and materials, or annual call for nomination letters.
Foundation Records Management:
Oversees the maintenance and accuracy of Foundation and trustee data in CADS, on the website, and in digital and print files.
Manages critical and confidential data projects, such as the annual trustee data update, the annual trustee directory, and the trustee web profiles.
Maintains all informal and official corporate records of the Foundation, including paper files and archives.
Reviews corporate best practices regarding foundation document filing and retention and ensures that UCBF files are in compliance.
Compiles special data reports, which require extracting data from CADS.
Student Employee Mentoring and Oversight:
Works with the Executive Director of Foundation Operations & Corporate Secretary to oversee the hiring and training of UC Berkeley student employees who provide administrative support for the UC Berkeley Foundation.
Manages on-boarding and evaluation process and delegation of responsibilities.
Research & Analysis:
Research various topics and gather relevant data to inform UCBF plans and strategies.
Support tracking of board member engagement through surveys and data analysis.
May engage in analysis and data collection for ad-hoc initiatives and projects.
Thorough knowledge of basic concepts, principles, and procedures of building and maintaining effective relations with internal and external constituencies.
Thorough knowledge of the campus, its mission, goals, objectives, programs, achievements, infrastructure and issues of concern.
Excellent written, verbal and interpersonal communications, tact and political acumen to effectively represent the campus.
Thorough research, analytical and critical thinking skills, including sound judgment and decision-making skills and skill to correctly identifying real and potential problems, advising management as required, and proposing effective strategic resolutions.
Proven ability to organize complex projects with multiple participants or components.
Thorough knowledge of Microsoft Office and Google applications.
Ability to learn to input data into and extract reports from CADS, the University's development database.
Strong interpersonal skills, particularly when working with a team.
Proven ability to demonstrate careful attention to detail and presentation.
Bachelor's degree in related area and/or equivalent experience/training.
Salary & Benefits
This is an exempt, monthly paid position. Annual salary is commensurate with experience.
For information on the comprehensive benefits package offered by the University visit:
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.
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.