Office Manager (4263C) - #78492

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

UC Berkeley's Department of Art Practice provides rigorous practical, conceptual, and critical studio art training within a world-renowned public research university. Students develop a cross-media understanding of studio art practices in a global context and gain valuable experience for a wide range of professional lives within contemporary art and culture. 2D, 3D, and time-based studio production courses, research seminars, and professional development courses provide essential skills within conceptual and critical frameworks. We offer a four-year Bachelor of Arts (BA) degree and a two-year Master of Fine Arts (MFA) degree. Our courses service approximately 500 undergraduate students, and 12 graduate students across a diverse range of disciplines. Located in the vibrant California Bay Area, our program is deeply connected to the region's complex historical legacies and is engaged in its creative possibilities. Our award-winning faculty consists of internationally acclaimed artists working across a range of media, and with multiple research interests that closely link the Art Practice Department with other university departments and research centers.

For more information on our department and specific academic programs, please visit art.berkeley.edu.

Position Summary

The overall purpose of this position is to provide administrative and organizational support, and to ensure efficiency of operations within the Department of Art Practice. Working mainly in the areas of purchasing and finance, facilities, and operations, this position plays a central role in supporting faculty, staff, and students in the day-to-day access and function of the department's studios and equipment.

Application Review Date

The First Review Date for this job is: 07/23/2025.

Responsibilities

Purchasing and Finance

• Acts as initiator for all purchases and payments.
• Researches best pricing and vendors for departmental purchases and determines the appropriate procurement strategy.
• Initiates and tracks purchase orders using BearBuy or the departmental credit card (bluCard).
• Reconciles bluCard purchases in BFS, ensuring the appropriate use of chartstrings for each purchase.
• Coordinates research-related purchases for faculty, including identifying appropriate fund sources.
• Processes reimbursements for faculty, staff, and guests using the Travel and Entertainment system.
• Uses the Connexxus travel system to book travel for departmental guests and faculty upon request.
• Assists the dept manager with finance tasks, such as running reports in CalAnswers, and processing journals in BFS to clear deficits, transfer funding to/from other units to support co-sponsorship of events and other collaboration between units.

Operations

• Manages front office workflow to ensure timely, efficient, and effective business operations and services.
• Serves as the first point of contact for visitors to the department during open hours (8:30-4:30 M-F), answering questions from students and visitors, answering phones, responding to email, and receiving deliveries.
• Manages inventory and checkout of classroom A/V equipment.
• Hires and supervises various student employees, including office workers and the studio assistant responsible for maintaining the Drawing and Painting studios.
• Schedules models for life drawing classes and monitors model budget.
• Coordinates all departmental space reservations including studio rentals by non-degree programs such as Berkeley Extension, ASUC, and ATDP, and invoices those campus programs on a semester basis.

Facilities and Equipment

• Monitors departmental spaces, proposing repairs and upgrades as necessary, and ensuring facilities are safe, secure, and accessible to departmental users.
• Exercises independent judgment regarding the need for and source of maintenance services, placing Facilities work order requests as needed.
• Ensures that adequate inventory of supplies needed for equipment is on hand at all times, ordering supplies as needed.

Keypads/Key Operator:

• Acts as departmental Key Controller.
• Performs regular programming and maintenance of digital locks and codes, including changing codes each semester, assigning keys or codes to students, faculty, and staff as needed, maintaining a long-term user database, tracking the long and short-term loan of metal keys to ensure their timely return.
• Submit key requests to the campus Lockshop for additional metal keys as needed.
• Coordinates card key authorization requests for the department.

Events

• Helps plan and coordinate logistics for special events such as the Weisenfeld Lecture Series, the annual Commencement ceremony, campus visits for faculty recruitments, and the annual Big Give.
• Requirements include coordinating dates, reserving rooms, arranging catering, securing alcohol permits, recruiting student workers, event set up and clean up, and event promotion via the website, email, and creating and printing flyers.

Required Qualifications

• Familiarity with a broad range of Windows software (e.g. Word, PowerPoint, Excel, Photoshop, Adobe Illustrator, Acrobat).
• Excellent communication and interpersonal skills to communicate effectively with all levels of staff, both verbally and in writing.
• Strong service orientation.
• Ability to use discretion and maintain confidentiality.
• Ability to use sound judgment in responding to issues and concerns.
• Demonstrated skills are required in the areas of: customer service, organization, accuracy, and attention to detail; exercising good judgment within policy parameters; working independently; adapting to a continually changing environment; and maintaining respectful relationships with individuals from a variety of backgrounds and groups of employees, students, faculty and others.
• Applicants for this position are expected to possess the skills, knowledge, and abilities essential to the successful performance of the duties assigned to the positions.

Preferred Qualifications

• Bachelor's degree in related area and/or equivalent experience/training.
• Working knowledge of and/or can quickly learn common campus-specific and other computer application programs, and experience updating websites.
• Working knowledge of and/or can quickly learn campus processes and procedures, rules and regulations.
• Familiarity with Cal OSHA and Health & Safety policies/regulations.
• Experience in finance, budgeting, and using Excel spreadsheets.

Salary & Benefits

This is a 100% full-time (40 hrs a week) non-exempt career position, which is paid biweekly at an hourly rate and is eligible for UC 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 $32.88 (Step 3) - $42.09 (Step 14).

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 not a visa opportunity.

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.

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

UC Anti-Discrimination Policy

Abusive Conduct in the Workplace

Equal Employment Opportunity

The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected status under state or federal law.