Job Description

Job Title: Administrative Assistant 3 - Alumni Relations (4722C) / 19464

Job ID: 19464
Location: Off Campus-Berkeley

Full/Part Time: Full-Time

Regular/Temporary: Regular Department Haas Core Programs

Email to Friend Save Job Apply Now Return to Previous Page

About Berkeley

The University of California, Berkeley, is one of the world’s most iconic teaching and research
institutions. Since 1868, Berkeley has fueled a perpetual renaissance, generating unparalleled
intellectual, economic and social value in California, the United States and the world. Berkeley’s culture
of openness, freedom and acceptance—academic and artistic, political and cultural—make it a very
special place for students, faculty and staff.

Berkeley is committed to hiring and developing staff who want to work in a high performing culture that
supports the outstanding work of our faculty and students. In deciding whether to apply for a staff
position at Berkeley, candidates are strongly encouraged to consider the alignment of the Berkeley
Workplace Culture with their potential for success at http://jobs.berkeley.edu/why-berkeley.html.
Application Review Date

The First Review Date for this job is March 26, 2015.

Departmental Overview

The Haas School of Business develops innovative leaders - individuals who redefine how we do
business. Berkeley-Haas, the second oldest business school in the United States, educates 2,200
students each year in six degree-granting programs, and hundreds more through executive education
programs. A team of 300 staff members support these students, faculty and alumni through work in
areas that include Admissions, Student Services, Career Management, Administration, and
Development.

Berkeley-Haas offers opportunities to champion new ideas, collaborate across boundaries, and learn
continually. Our culture is captured by Four Defining Principles (Question the Status Quo, Confidence
Without Attitude, Students Always and Beyond Yourself) that distinguish Berkeley-Haas as a place to
learn—and a place to work.

To learn more about the Haas School visit: http://www.haas.berkeley.edu/haas/about/employment.html

The Alumni Relations Office at the Haas School of Business is charged with engaging and educating its
37,000 alumni, shaping leaders who redefine how business is done. This process involves developing
over 60 networking, content and fundraising events annually; creating engagement strategies; managing
alumni volunteers and communicating the benefits and services offered by various units and centers of
the schools.

The Alumni Relations team, consisting of 11 full-time staff members, also oversees the work of 29
chapters, provides career and online services, manages the alumni website and two virtual online
communities and connects current students to the alumni community.

The Alumni House is currently seeking an Administrative Assistant. Working with general supervision,
the Administrative Assistant for Alumni Relations (AR) provides comprehensive, high level
administrative support for the Development & Alumni Relations (DAR) unit. The Administrative Assistant
manages the AR office’s event registration tool, and produces pre- and post-event reports. The
associate manages the calendar of DAR-driven signature events, and creates and sends all promotional
pieces electronically, before and after the event.
pieces electronically, before and after the event.
Responsibilities

Administrative Assistant - Alumni Relations will:

EVENT PROMOTION, REGISTRATION & REPORTING

• Create and manage online event registration for all signature DAR events
using the software program Cvent (and/or Certain).
• Create as many as one Cvent per week, incorporating content updates
from program leads and event specialists.
• Produce complex, high-level reports, Excel spreadsheets, and rosters
incorporating data from Cvent and other sensitive data repositories like CADS
or Convio.
• In close partnership with the program lead and event specialist, build
event-specific invitation lists.
• Track, monitor and report RSVP or registration lists for all signature DAR
events providing updates to the event organizers, staff, and other constituents, both internal and
external.
• Compile and disseminate a variety of attendance reports post-event, including segmented data reports
by attendee type, in order to analyze attendance.
• Using Cvent, create, edit and send email save the dates, invitations,
reminders, confirmations, and post-event surveys collaborating closely with the
marketing manager on copy and communications flow as well as the program
lead and events specialists.
• Serve as the primary user of Cvent and as the DAR representative to the
vendor. Troubleshoot and communicate all issues related to the software
program. Resolve a wide variety of unusual or sensitive problems associated
with the software program.
• As the administrative/logistical lead on all signature DAR events, meet
regularly with events specialists and program leads to confirm registration setup,
signage, pack lists, and collateral.
• Oversee the production of and/or produce complementary event materials, such as nametags,
attendee lists, handouts, etc.
• Pack and unpack event materials.
• Serve as the onsite registration lead for signature events.
• Manage the production and set-up of the Haaspitality table.
• Conceptualize and request swag and collateral, as needed.
• Oversee onsite payment processing including the use of wireless terminal at
registration and the Haaspitality table.
• Deposit and calculate revenue from events; share information regarding
revenue as well as registration and attendance lists with Alumni Relations
Associate for event .
• Post signature events to the web-based events calendar.
• Provide updates to Advancement Services regarding address, phone,
preferred email, industry, function, job title, company name, and other profile
changes to assure accuracy of data related to the school’s alumni community.
• Respond promptly to all email communication to the unit’s events@haas
account in addition to personal email and telephone accounts.
• Provide outstanding customer service demonstrating knowledge and diplomacy.
• Respond to requests and questions promptly, clearly and courteously. Demonstrating
knowledge of issues and priorities of the Alumni Relations and Annual Giving
offices, as well as the Haas Fund.

WORK-STUDY STUDENT SUPERVISION

• Supervise up to four work-study students every semester; Will recruit, interview
and select the students.
• Train the work-study students on their individual tasks as well as database
protocol, university policies and procedures, and office standards. Serve as a
mentor, demonstrating a strong work ethic and the school’s defining principles.
• Plan the work schedules for the work-study students, assign and explain tasks,
and coordinate their duties with the needs of other colleagues. Provide
feedback and take disciplinary action as needed.
• Track the projects and hours worked of the students, assuring that they do not
exceed the hours assigned and factoring in school holidays, exam times, and
other, more personal requirements of the student workers.
ADMINISTRATIVE DUTIES
• Assist with general reception duties, such as responding to drop-in visitors and
in-person inquiries.
• Provide administrative support for B-HAN Alumni Council meetings and other
events focusing on alumni volunteers. Take, edit and produce meeting
minutes; provide logistical and AV support; and offer outstanding customer
service for faculty, alumni, and others using sensitivity and diplomacy.
• Complete other administrative duties as needed and as requested by the
executive director and the director of Alumni Relations.

CAREER DEVELOPMENT
• Recommend and implement best practices in online communication to
increase the effectiveness of the unit’s event promotions.
• Cross-train other Cvent users within the DAR unit. Establish and communicate
clear written guidelines for the management of a variety of events using the
software program.
• Innovate, improve, and streamline existing processes and procedures.
• Maintain knowledge of Haas School’s business processes and policies in order
to support the DAR team in its mission.
• Work on special projects as assigned by event specialists or the executive
director or director of Alumni Relations.
• Attend classes, which will enhance expertise in areas related to the
responsibilities of the position.
• Serve on departmental and campus-wide committees as appropriate.
• Participate in activities that enhance the campus community and/or the larger
community to further university service.
Required Qualifications

• Minimum of three years of experience in a support role.

• Exceptional organizational and time management skills to perform multiple, simultaneous tasks and
assignments efficiently in a fast-paced, high-volume work environment.
• Expert in Microsoft Office and Google technologies with a proficiency in Excel, PowerPoint, Publisher
and Google Docs.
• Demonstrated ability to manage advanced-level databases and spreadsheets.
• Significant experience with event promotion utilizing web-based or software driven marketing platforms.
• Comfort with adopting, learning and mastering new technologies, including but not limited to Cvent,
CADS, Convio, MailChimp, Eventbrite and Google email lists.
• Demonstrated ability to communicate clearly and succinctly, both in verbal and written communications.
• Significant experience writing and editing informative and persuasive copy.
• Demonstrated expertise with graphic and design tools such as InDesign, Publisher, Illustrator and
Photoshop.
• Demonstrated flexibility in adjusting priorities while managing multiple projects and attending to minute
details.
• Experience working collaboratively and independently, sometimes with limited supervision, as part of a
tight-knit, high-functioning team.
• Demonstrated ability to select, train, and manage student workers.
• Demonstrated interpersonal skills, including confidence without attitude or authority, in order to interact
successfully with the general public, alumni, donors, prospective students, Berkeley-Haas staff, faculty,
and DAR colleagues.
• Demonstrated experience exercising good judgment, using sensitivity and diplomacy, and experience
resolving unusual or sensitive problems in ambiguous or charged situations.
• Demonstrated ability to provide prompt, courteous, and skillful customer service to maintain good
relations with alumni and donors.
• A self-starter with a strong work ethic and desire to learn.
• Demonstrated problem-solving skills, and ability to innovate, improve, and streamline existing
processes and procedures.
• Demonstrated ability to work well under pressure.
• Availability for some evening and weekend work required. Over-time hours are compensated according
to UC policy.
Preferred Qualifications

• Knowledge of Cvent, Eventbrite, and other leading online registration software.

• Experience using communication tools such as Cvent, Convio, or MailChimp
• Basic knowledge of HTML.

• Ability to learn, master and teach new software to colleagues and student workers.
• Ability to learn, master and teach new software to colleagues and student workers.
• Prior experience in Development and/or Alumni Relations.
• Knowledge and awareness of UC Berkeley and/or Haas School procedures, systems, cultures and
norms.
• Prior experience with Cal Advancement Data System (CADS).
Salary & Benefits

The hourly salary range for this position is $21.07 - $24.68.

For information on the comprehensive benefits package offered by the University visit:

http://ucnet.universityofcalifornia.edu/compensation-and-benefits/index.html
Criminal Background Check

This position has been designated as sensitive and may require a Criminal Background Check. We
reserve the right to make employment contingent upon successful completion of a Criminal 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, national origin,
disability, or protected veteran status. For the complete University of California nondiscrimination and
affirmative action policy see:
http://policy.ucop.edu/doc/4000376/NondiscrimAffirmAct

If you’d like more information about your EEO rights as an applicant under the law, please see:
http://www1.eeoc.gov/employers/upload/eeoc_self_print_poster.pdf
Work Environment

As of January 1, 2014 the University of California, Berkeley is a smoke and tobacco free workplace.
Information about our Smoke and Tobacco Free policy is available at:

http://www.tobaccofree.berkeley.edu/
Clery Disclosure

The Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act require that
crime statistics and other safety information for colleges and universities receiving Title IV funds be
made available to applicants upon request. University of California, Berkeley’s Annual Security Report
includes statistics for the previous three years concerning reported crimes that occurred on campus, in
certain off-campus buildings owned or controlled by the University, and on public property within or
immediately adjacent to and accessible from the campus. The report also includes institutional policies
concerning campus security, such as those concerning alcohol and drug use, crime prevention, the
reporting of crimes, sexual assault, and other matters. You may obtain this information for the UC
campus to which you are applying by accessing the website at
http://police.berkeley.edu/safetycounts/index.html.

A printed copy of the report may be obtained by writing to UCPD, Room 1, Sproul Hall, Berkeley, CA
94720.

Email to Friend Save Job Apply Now Return to Previous Page