Program Coordinator, History of Art Department (Part-time, 4722C) 86570 About Berkeley
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Departmental Overview
The History of Art Department, within the College of Letters and Science, has approximately 35 graduate students, 100 undergraduate majors, and 15 permanent faculty members. In addition, the Department appoints a number of exceptionally qualified temporary academic staff, including lecturers, adjuncts, and GSIs. The Department is located on the top floors of the beautiful Doe Library, boasting expansive views of the city and bay from the office balconies. Facilities include dedicated classrooms and a Visual Resources Center, which houses a large multi-purpose academic space. The Department is committed to fostering a community that appreciates diversity, equity, inclusion, and belonging. As members of a cluster of Arts and Humanities departments (including Rhetoric and Film & Media), staff benefit from working within a small, tight-knit community while maintaining connections to a larger team and its resources.
Position Summary
The History of Art Program Coordinator is responsible for a wide range of duties that are essential to the effective operation of the LORFS cluster of departments. The Coordinator is responsible for preparing travel and entertainment reimbursements, event support and planning, maintaining inventory of equipment and supplies, overseeing key access to department space, serving as a backup class scheduler, organizing building/equipment, and maintenance/repairs, and serving as the first point of contact for visitors. The Coordinator will interact frequently with internal and external staff, faculty, and students, and will have a significant impact on the successful operations of the departments.
Application Review Date
The First Review Date for this job is June 12, 2026
Responsibilities
Purchasing/Accounting
Serves as a preparer in BFS/BearBuy. Processes invoices and reimbursements, and adds new vendors. Processes travel and entertainment-related transactions and reviews submitted charges for compliance with campus policies. Advises faculty and staff of these policies via posted instructions, emails, and written memos. Assists with budget tracking for events.
Processes departmental gifts and grants in the campus system for submission to University Relations or Sponsored Projects, coordinating the deposit of funds and the collection of necessary documentation such as donor correspondence and acknowledgments.
Administrative Services
Serves as the initial point of contact for students and visitors to the History of Art Department. Responds to in-person, telephone, and email inquiries, routing questions and requests to appropriate staff or faculty member.
Oversees office supply inventory and ordering, special orders, mail distribution/FedEx, mailbox updates, copier maintenance, building access (including card key access), office key inventory and distribution (including new key orders), bulletin board postings, and assigns tasks to work study student as needed. Responsible for ensuring that orders are placed in compliance with UC Purchasing regulations
Develops record-keeping systems as needed for the department. Creates ad hoc reports on various matters. Maintains various department calendars.
Maintains event information and personnel updates on department websites.
Manages department mailboxes, mail sorting/delivery.
Event Planning
Supports faculty, staff, and students in organizing and implementing small events or aspects of larger events. Events may include colloquiums, conferences, meetings, commencement, student-related events, and activities. Establishes deadlines for event planning, identifies event venues, orders catering, and assists with scheduling.
Equipment and Facilities
Responsible for equipment purchasing, maintenance, and repair, inventory, and security. Maintains equipment records using the campus system. Reviews and prepares annual equipment inventory for approval by the department Manager. Places service orders, reviews and updates service warranties, processes insurance forms, and provides security for all departmental equipment. Serves as the key operator for the departmental copier. Contact vendors (e.g., Xerox) as necessary to report issues and arrange service. Reports and requests facilities repairs as needed, interacting with the Library Building Manager's office, Physical Plant, and Facilities Management, and follows through to job completion.
Serves as backup for the Media Technology Specialist, assisting with computer checkouts.
Orders supplies and repairs for projection equipment as needed with the Media Tech Specialist.
Serves as departmental safety officer and liaison with Library Building Manager and Library Safety Coordinator. Maintains departmental emergency supply kit and keeps a current list of all faculty and staff, their office assignments, and contact information.
Academic Program Support
Serves as backup by assisting with course scheduling and course evaluations as needed. As needed, answers in-person and telephone inquiries regarding the undergraduate and graduate programs and departmental curriculum.
Works with faculty newsletter liaison to produce annual department newsletter; duties include soliciting and editing content, acting as liaison with newsletter designer.
General Assistance to the Department Manager
Assists the Department Manager with special projects, including space reorganization/renovation, database maintenance, and researching campus resources/solutions for departmental issues. Required Qualifications
Organizational and oral/written communication skills, as well as strong customer service and interpersonal skills
Ability to research and resolve problems independently, and follow through on projects and assignments in a timely manner
Ability to adapt to changing priorities, policies, and technology, and possess the initiative to learn new methods and procedures to accommodate and institute these changes
Ability to prioritize work and pay attention to detail
Ability to learn other software as needed
Ability to manage sensitive and confidential information regarding administrative matters and students' academic records.
High school diploma and/or equivalent experience/training Preferred Qualifications
Familiarity with or can quickly learn, campus systems, such as Berkeley Financial Systems, Equipment Management System (BETS), Travel and Entertainment System (or comparable systems)
Experience in higher education, UC policy and procedures, and/or equivalent experience/knowledge Salary & Benefits
This is a part-time (20 hours per week), career position. This position is expected to work primarily on-site/in-person.
This position is eligible for full 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 $30.58-$41.91 (steps 1-15).
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. This position does not include sponsorship of a new consular H-1B visa petition that would require payment of the $100,000 supplemental fee.
