Business Operations Coordinator (4263C), Equity & Inclusion - 68860

Full-time - Entry Level

Hybrid - Berkeley, CA

101-250 employees

Educational Services

About the position

The Business Operations Coordinator (4263C) for the Division of Equity & Inclusion (E&I) at the University of California, Berkeley, plays a crucial role in ensuring the smooth functioning of the Immediate Office. This position is integral to the daily operations of the division, which is dedicated to addressing systemic inequities and promoting a healthy and engaging campus climate. The coordinator will assist with project management, planning, and administration of business operations, event planning, and execution, as well as strategic projects and initiatives. Reporting to the Deputy Chief of Staff, the coordinator will also provide support to the Chief of Staff and other members of the Immediate Office. The coordinator is expected to demonstrate good judgment in selecting methods and techniques for resolving issues that arise from campus constituents, department staff, vendors, and off-campus partners. Strong project management, organizational, and analytical skills are essential, as the coordinator will need to prioritize multiple demands to keep projects on track and ensure timely completion of assignments. A general understanding of leading practices related to equity, inclusion, diversity, and belonging is also required, as the coordinator will support high-level strategic committees and executive meetings. The role encompasses a variety of responsibilities, including managing operational programs, providing business and purchasing support, coordinating travel arrangements, and overseeing office logistics. The coordinator will also be involved in financial analysis, budget tracking, and process improvements, ensuring compliance with university policies and procedures. Additionally, the coordinator will assist in event planning and logistics, serve as a liaison with various stakeholders, and contribute to communications and documentation efforts within the division.

Responsibilities

• Manage and administer the full range of operational programs and activities for the VCEI immediate office.
• Serve as the Immediate Office content expert and lead for UC Berkeley procurement system (BearBuy).
• Prepare and submit deposits, including donations, reimbursements, and payments.
• Troubleshoot and resolve issues as needed.
• Submit and manage Information Technology service requests.
• Serve as liaison between the Financial Analyst and Immediate Office executive staff.
• Review exceptional requests, ensuring complete documentation and signature approvals.
• Provide business and purchasing support to E&I departments as needed.
• Research complex financial discrepancies and escalate customer service problems.
• Schedule and make travel arrangements for the Chief of Staff and senior leadership.
• Manage keys and coordinate key card access for staff in the Immediate Office.
• Manage office equipment inventory, maintenance, repairs, and replacements.
• Coordinate space moves with Moving Services and Facilities.
• Manage the calendar/scheduling of the VCEI as back-up to the Deputy CoS.
• Develop onboarding process documents for the Immediate Office.
• Coordinate workstation set up for new staff (in-person and remote).
• Develop, track, and maintain a strategic initiatives and strategic partners contact list.
• Provide administrative and logistical support for high-level recruitments.
• Gather and research information for the COS and VCEI or Core leadership.
• Hire, train, and supervise student employees.
• Gather and analyze financial and other resource data; prepare reports or analyses of operational activities.
• Support with and coordinate the Immediate Office budget with multiple funding sources.
• Develop and maintain user-friendly online tools for implementing business operations policies.
• Participate in event planning and organize logistics for events and meetings.
• Prepare presentations and format documents and reports for distribution.
• Respond to and track general information requests and inquiries from constituents.

Requirements

• Bachelor's degree in a related area and/or equivalent experience/training.
• Excellent communication and interpersonal skills to communicate effectively with all levels of the organization.
• Excellent organizational skills and ability to multi-task with shifting priorities.
• Ability to use discretion and maintain confidentiality.
• Proven experience working with complex organizations serving marginalized communities.
• Demonstrated self-starter and proactive; exceptional skills at identifying business process improvements.
• Working knowledge of common campus-specific and other computer application programs.
• Demonstrated ability to work with diverse, multicultural work teams and constituents.
• Proven success with managing and coordinating meetings, events, and travel logistics.
• Experience with budget and expenditure tracking.

Nice-to-haves

• Experience using and/or ability to learn UC Berkeley online systems (e.g., BearBuy, CalAnswers, Connexxus).
• Knowledge of and/or ability to learn university rules and regulations, E&I strategic initiatives, and social justice principles.
• Experience with or knowledge of processes for business operations and account management.

Benefits

• Comprehensive benefits package offered by the University of California.
• At least 80 hours (10 days) of paid time per year for professional development activities.
• Hybrid position eligible for 40% (2 days) remote capability.