Associate

University of California Berkeley - Berkeley, CA4.2

Full-time$28 an hour
EducationSkills
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: November 21, 2018
Departmental Overview
The Haas School of Business develops path bending 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, Development and Alumni Relations.

Berkeley Haas offers opportunities to champion new ideas, collaborate across boundaries, and learn continually. Our culture is captured by Four Defining Leadership 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.

The Development & Alumni Relations (DAR) unit at the Haas School develops and executes alumni relations and fundraising programs, events communications and activities to engage Haas’ 40,000+ alumni, students, parents, faculty, staff and friends. The unit consists of 30 full-time staff members who are responsible for achieving and growing fundraising results, strengthening the alumni network, and furthering engagement through programming, lifelong learning and volunteer opportunities. Reporting to the Director of Development & Alumni Relations, the Associate provides support to the entire unit in an ongoing effort to engage and solicit alumni and supporters of the Haas School.

Working with minimal supervision, the Associate provides comprehensive, high-level fiscal and administrative support for the unit by managing the office budget and accounting needs as well as its inventory.
Responsibilities
FINANCE & ACCOUNTING
  • Identifies, clarifies and investigates financial discrepancies and exceptions.
  • Presents financial reports, budgets and information both verbally (in one-on-one situations, small groups, team and management meetings) and in writing.
  • Serves as a liaison between DAR and the Haas finance team.
  • Comply with regulations and policy; implement and communicate new policies at the unit/team level to ensure compliance. Steward funds in accordance with school/university policy.
  • Works with limited supervision to manage, track and reconcile all accounting and financial activity for the unit. Runs and analyzes standard financial reports.
  • Accurately performs, processes, and monitors high-volume, time-sensitive purchasing and accounting duties, including but not limited to: purchase orders requests for products and services rendered utilizing BearBuy; managing vendor relationships regarding contract proposals, payment set-up, administering payments and auditing/resolving unpaid invoices;travel and entertainment reimbursements including alumni volunteer travel; and journal or chartstring transfers, and exceptional approvals, as needed, for the unit.
  • Uses campus purchasing card (BluCard) and system (BluCard Tracking) to make purchases for the unit, and completes related paperwork for Advancement Services, Alumni Relations and Annual Fund teams..
  • Creates an annual plan for blanket POs and a schedule of purchases exceeding $5,000.
  • Administers grants to alumni constituency groups, and processes reimbursements to students and alumni volunteers, as needed.
  • Functions as a resource on issues such as resolving complex financial discrepancies and vendor concerns.
  • Establishes and/or refines clear, written accounting procedures for staff and volunteers.
  • Assures the unit is abiding by campus policies and guidelines regarding travel, reimbursement and facility management; collaborates with Haas finance and Campus Shared Services to resolve purchasing, purchase order, contract or travel reimbursement issues.
BUDGETING
  • Constructs, assembles and analyzes data for budgeting, forecasting and decision-making. Tracks unit and individual team’s annual budgets, augmentations, expenditure projections, and fiscal close.
  • Coordinates, develops (where applicable) and implements financial and procurement processes and procedures and trains unit staff accordingly.
  • Ensures appropriate reimbursement and chart string assignments for the unit.
  • Prepares reports and master budget for analysis of operational activities, evaluation of current and proposed service, etc., for review and decision-making; includes year-end reporting and fiscal year forecasting.
  • Provides budget analysis and recommendations for the unit.
  • Assists with augmentation requests, as needed.
INVENTORY MANAGEMENT
  • Inventories and evaluates current and proposed services/products; prepares purchase requisitions for office supplies, software or equipment, event materials, etc.
  • Fortifies vendor relationship with suppliers from acquisition through the delivery of goods; maintains long-term vendor relationship where appropriate.
  • Helps ensure vendor regulatory compliance through liaising with the vendor and campus Business Contracts and Brand Protection (BCBP) office.
  • Conducts competitive analyses to assess a wide variety of vendors and products, as needed. while striving to increase vendor diversity.
  • Maintains inventory of all DAR collateral at both onsite and off-site locations.
  • Complies with University of California gift giving and employee gift policies.
  • Develops and implements unit applications of internal and external gift policies and regulations through evaluation of unit record keeping system and the maintenance and periodic review of unit-specific gift norms.
ADMINISTRATIVE SUPPORT
  • Provides administrative support by scheduling meetings, making travel arrangements (via Connexxus), preparing support materials, providing logistical information, etc.
  • Assists, as needed, with donor cultivation and recognition events, and special projects.
  • Assists, as needed, managing student workers, and other duties as assigned.
Required Qualifications
  • Demonstrated success in processing, reconciling, and tracking accounts payable and receivable, travel and expense reimbursements, and/or contracts. Proficient administrator of budget and accounting tasks, including PO creation.
  • Demonstrated ability to gather, organize, and perform accounting-related analyses.
  • Keen attention to detail and accuracy.
  • Demonstrated ability to establish priorities for assigned tasks while working in moderate complexity that involves more than one function and multiple campus systems.
  • Proficiency with office hardware (e.g. computers, printers, projectors, conference phones) and software, especially Google Inbox and Microsoft Office Suite (Word, Excel and PowerPoint).
  • Excellent written and oral communication skills, particularly in a professional academic environment.
  • Demonstrated ability to present financial information in a clear and concise manner.
  • Demonstrated ability to multitask and prioritize effectively in a fast-paced, service-oriented environment.
  • Demonstrated ability to work independently and as a member of a team with minimal supervision.
  • Demonstrated time- , customer- and project-management skills, including meeting deadlines and responding quickly to inquiries and/or requests.
  • Demonstrated interpersonal skills to communicate effectively with diverse staff.
  • Demonstrated ability to effectively work with and take direction from multiple colleagues, and collaborate with colleagues, customers, and vendors.
  • Demonstrated experience engaging with diverse constituents.
  • Demonstrated ability to comprehend and stay up-to-date on compliance, policies and guidelines.
  • Demonstrated record of reliability, including excellent attendance, punctuality, and work ethic.
  • Availability to work over-time and some weekends with advance notice.
Preferred Qualifications
  • Working knowledge of common campus financial systems, including Cal Answers, and programs (BearBuy, BFS, BAIRS, and CADS, Connexxus,).
  • Experience in an academic environment, particularly one involving volunteers, alumni, students and/or donors.
  • Experience managing vendor relationships, including negotiating purchase terms and amounts.
  • Proficient preparer of travel and entertainment vouchers and reimbursements.
  • Detailed knowledge of University purchasing policies and procedures.
  • Education/Training: BA/BS preferred.
Salary & Benefits
The hourly salary range of the position is up to $28.17 commensurate with experience.

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

http://ucnet.universityofcalifornia.edu/compensation-and-benefits/index.html
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.
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 see: http://www.eeoc.gov/employers/upload/poster_screen_reader_optimized.pdf
For the complete University of California nondiscrimination and affirmative action policy see:
http://policy.ucop.edu/doc/4000376/NondiscrimAffirmAct