Under the general guidance of the Director of Direct Response Marketing, the Administrative Specialist provides comprehensive administrative support to the Director and serves as the office manager for the team, which includes program managers who coordinate direct mail, email, texting, and crowdfunding campaigns, as well as a comprehensive call center. This team is charged with the task of coordinating annual fund efforts for the Chancellor and the campus. The Director oversees a full time staff of 13 employees with an annual operating budget of $3.5 million.

Responsibilities

Administrative:

• Provide comprehensive administrative support for the Director and the Direct Response Marketing team; facilitate communications between supervisor and a variety of constituencies including campus partners, vendors, University Development and Alumni Relations staff, senior university officials, trustees, and donors; greet visitors; perform light errands. Make travel arrangements; maintain calendar for Director.

Prepare Monthly Reports:

• Run, save, post, and disseminate monthly fundraising reports for 13+ campus clients, and prepare other reports as needed.

Meeting Preparation:

• Plan and coordinate team meetings and retreats, regular check-in meetings with campus partners and other complex and routine meetings for the Director; develop meeting materials; coordinate all meeting logistics including catering, audio visual needs, room scheduling, mailings, attendance rosters, nametags, briefing memos, etc.

Correspondence and Communication:

• Initiate and draft complex and routine correspondence for signatures; proof and edit all outgoing documents for format, spelling, grammar, punctuation and content; follow up with campus partners and vendors on correspondence; receive calls for the department’s information line and exercise excellent customer service skills, diplomacy, and care to assist with a variety of donor needs.

Office Management:

• Ensure smooth flow of operations for fast paced, complex development team; develop team procedures and create new policies as required; independently resolve any operational problems and report outcome to the Director.
• Scan and archive all direct mail and email pieces; maintain accurate and complete online and paper archive; create annual showcase of pieces that were mailed for each of 13+ campus clients in a given fiscal year; assist with proofing of direct mail pieces and data.
• Prepare purchase and work orders; research payables and receivables and follow up on payment of outstanding invoices and reimbursements.
• Coordinate all staff recruitment and onboarding processes for the team; prepare job descriptions and advertisements, and work with external advertising agencies or professional organizations to ensure proper ad placement; interface with human resources unit and outside temporary agencies.
• Serve as primary contact person for all candidates during interview process representing high standards of department.
• Coordinate training and onboarding of new staff.

Budget:

• Monitor departmental cost center reports; reconcile discrepancies and resolve differences with business office; in concert with Director prepare program budgets as needed.
• Manage all office related administrative projects; maintain appearance of the office and ensure that it is presentable at all times; responsible for coordination of all office moves, including working with space planners and vendors; purchase furniture and oversee maintenance of all office equipment.

Special Projects:

• Work on special projects as assigned, including assistance with a variety of events, retreats, planning and management of special meetings and conferences.
• Assist in auditing and proofing marketing letters and data.

Required Qualifications

• Comparable administrative and analytical experience, including proficient use of standard computer platforms and ability to learn additional programs.
• Solid communication and interpersonal skills to communicate and work effectively with all levels of staff, donors, campus partners, and vendors, both verbally and in writing.
• Solid organizational skills and ability to multi-task with demanding timeframes, knowledge of meeting planning and basic fundraising processes, accounts and receivables.
• Attention to detail and experience in project management.
• Working knowledge of common computer application programs (Microsoft office, including excel).
• Ability to use discretion and maintain confidentiality.
• Ability to use sound judgment in responding to issues and concerns.
• Willingness to perform a range of tasks, from routine to complex.
• A high degree of flexibility is required.

Education/Training:

• Bachelor’s degree in related area and/or equivalent experience/training.

Benefits

This position is a non-exempt, bi-weekly paid position. Hourly pay for this role is commensurate with experience within the range of $33.53 – $34.49.

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