Office Administrator, Clinic Programs (4263C), Berkeley Law - 67446

University of California - Berkeley, CA

Full-time - Entry Level

Hybrid - Berkeley, CA

Educational Services

About the position

The Office Administrator for the Clinic Programs at Berkeley Law plays a crucial role in managing the administrative operations of a medium-sized academic organization that functions similarly to a law firm within the law school. This position involves collaborating with other office administrators to support the overall program and its six independent in-house clinics, which collectively engage approximately 20+ faculty and staff members and over 100 students each semester. The Office Administrator will be responsible for a variety of administrative services, including finance, faculty support, and potentially IT, facilities, or student services. The Office Administrator will serve as one of the Clinical Program's purchasers, handling the processing of reimbursements and managing travel arrangements for faculty and students through the university's Direct Bill system. This role requires a keen understanding of financial management and purchasing best practices, as well as the ability to research and resolve complex financial discrepancies and vendor issues. The Office Administrator will also participate in the development and revision of operating procedures and guidelines for the Clinical Program, ensuring compliance with federal and state requirements and internal campus policies. In addition to financial responsibilities, the Office Administrator will conduct high-level administrative activities, which may include facilities management, event planning, student services, and communications. This position will also involve managing general office operations, serving as the administrative point of contact, and ensuring that records and information are accurate and up-to-date. The Office Administrator will oversee the program's application and enrollment process, develop training materials for students, and assist with faculty tenure and promotion packages. Furthermore, the role includes engaging in professional development opportunities and performing additional duties as assigned.

Responsibilities

• Serve as one of the Clinical Program's purchasers and process reimbursements.
• Purchase all travel for faculty and students through the university's Direct Bill system.
• Manage Clinic purchasing with a university bluCard and event planning card.
• Process reimbursements related to Clinic travel, events, and general expenses.
• Consult with internal and campus-wide financial experts to create guidelines on best practices in financial management and purchasing.
• Function as a resource on issues such as researching complex financial discrepancies, escalated customer service problems, and vendor concerns.
• Assess and recommend changes to maintain compliance with federal and state requirements and internal campus policies.
• Participate in the development and revision of the Clinical Program operating procedures and guidelines.
• Research and resolve vendor issues as required.
• Conduct high-level administrative activities including facilities management, event planning, student services, communications, and IT inventory and security.
• Manage general office administrative operations for the Clinical Program office including front desk reception.
• Serve as the administrative point of contact and respond to all general inquiries; ensure that records and information are current and accurate.
• Liaise with IT/Media/Facilities on program needs; administer program and administrative support for Clinical faculty teaching, research, and service needs.
• Track alumni affiliations and delegate work as needed to student assistants.
• Plan and administer all Clinical Program events under the supervision of the Director of Administration.
• Oversee the program's application and enrollment process and independently resolve conflicts.
• Develop and implement program orientation and training materials for students.
• Update and maintain Clinical Program bCourse (seminar) pages.
• Assist with administrative duties related to faculty tenure and promotion packages.
• May be responsible for notary duties for the Clinical Program.
• Assist with exam proctoring and clerkship letters.
• Develop marketing and publicity materials in partnership with the Communications and Development Officer.
• Occasionally update Clinical Program website and Clinic social media.
• Engage in professional development and training opportunities as needed.
• Perform additional duties as assigned.

Requirements

• Knowledge of a variety of administrative operations activities such as events planning, website management, finance, and accounting.
• Excellent computer skills, including proficiency with MS Office, Google Suite, and video conferencing platforms.
• Solid communication and interpersonal skills to communicate effectively and diplomatically with all levels of staff, both verbally and in writing.
• Ability to work with diverse populations with diplomacy, poise, and tact.
• Solid organizational and time management skills with the ability to prioritize and execute multiple projects with competing deadlines.
• Ability to use sound judgment in responding to issues and concerns.
• Strong attention to detail.
• Ability to work independently, as well as a team member, and to establish and maintain effective working relationships.
• Ability to problem solve and provide excellent customer service orientation.
• Ability to use discretion when dealing with sensitive information and maintain confidentiality.
• Demonstrated commitment to and understanding of diversity, equity, inclusion, and belonging (DEIB).
• Commitment to creating a community that fosters equity of experience and opportunity.

Nice-to-haves

• Working knowledge of and/or ability to learn common campus-specific and other computer application programs.
• Expertise in social media outreach.
• Graphic design skills.
• Basic to intermediate knowledge of WordPress and Canva.
• Knowledge of fundraising processes.
• Knowledge of contracts and grants regulations and guidelines.
• Spanish language skills.

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 up to 20% remote capability.