Job description

External Relations Specialist (6298U) - Simons Institute About Berkeley

At the University of California, Berkeley, we are committed to creating a community that fosters equity of experience and opportunity, and ensures that students, faculty, and staff of all backgrounds feel safe, welcome and included. Our culture of openness, freedom and belonging make it a special place for students, faculty and staff.

The University of California, Berkeley, is one of the world's leading institutions of higher education, distinguished by its combination of internationally recognized academic and research excellence; the transformative opportunity it provides to a large and diverse student body; its public mission and commitment to equity and social justice; and its roots in the California experience, animated by such values as innovation, questioning the status quo, and respect for the environment and nature. Since its founding in 1868, Berkeley has fueled a perpetual renaissance, generating unparalleled intellectual, economic and social value in California, the United States and the world.

We are looking for equity-minded applicants who represent the full diversity of California and who demonstrate a sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds present in our community. When you join the team at Berkeley, you can expect to be part of an inclusive, innovative and equity-focused community that approaches higher education as a matter of social justice that requires broad collaboration among faculty, staff, students and community partners. In deciding whether to apply for a position at Berkeley, you are strongly encouraged to consider whether your values align with our Guiding Values and Principles , our Principles of Community , and our Strategic Plan .

At UC Berkeley, we believe that learning is a fundamental part of working, and our goal is for everyone on the Berkeley campus to feel supported and equipped to realize their full potential. We actively support this by providing all of our staff employees with at least 80 hours (10 days) of paid time per year to engage in professional development activities. To find out more about how you can grow your career at UC Berkeley, visit grow.berkeley.edu .

Departmental Overview

The Simons Institute for the Theory of Computing is the world's leading venue for collaborative research in theoretical computer science. With an annual budget of $8 million, the institute provides funding and hosts more than 500 visiting scientists annually in a dedicated 36,00 square foot, three-story building on the UC Berkeley campus. In terms of the number of visiting scientists, the institute is one of the largest hosts on the UCB campus.

The External Relations Specialist, under general supervision, implements activities associated with reaching, serving, and engaging institute visitors through events and services not primarily related to fundraising.

The External Relations Specialist's responsibilities fall into these categories: 1. execution of noncomplex Institute events, programs, and communication strategies designed to inform visitors 2. providing front-line customer services to Institute visitors and answer routine inquiries, including questions received on-line and via email; 3. gathering data from visitors to inform the Institute's strategic plans; 4. preparing and assisting in preparing written and visual materials; 5. planning visitor events; and 6. tracking and informing management of issues of community interest or concern.

As a member of the operations team, the External Relations Specialist will collaborate closely with all colleagues to improve the quality of events, improve efficiency, and problem solve. This position offers opportunities training in university processes, particularly events and visitor services. A high level of customer service is integral to the success of this position.

This is an in-person position, with the workstation located at the front desk of the institute.

**This is a 1-year contract appointment with the possibility of extension and/or conversion to career.**

Application Review Date

The First Review Date for this job is: April 27, 2023 - Open unitl filled

Responsibilities

25% Under general supervision, implements noncomplex events designed to inform visiting researchers and other key constituencies of institutional programs, policies, and practices. The incumbent is responsible for taking ownership of all components of food and beverage provided at visitor events. This means the incumbent will independently choose a caterer, create the menu, order from the caterer, and set out and clear up food and beverages for visitor events including workshops and the daily tea event. The incumbent will assess how much student employee assistance is required and obtain that assistance from the students' supervisor. With advanced notice, the incumbent is required to support occasional events such as workshop receptions that take place after normal business hours.

20% Provides front-line customer service to visitors attending events and answers routine inquiries, including questions received via the general email. Also provides occasional tours to visitors who are attending events.

20% Gathers relevant data to inform unit strategic plans including surveying visitors in person and/or electronically in an effort to determine which sorts of events are most useful to the visitors; tracks the types of questions visitor have; modifies communications to proactively address these visitor questions; and tracks attendance at events. The incumbent analyzes this data, creates strategies for improvement, and implements these strategies.

10% Prepares and/or assists in preparing written and visual materials: adds and updates visitor events related content on the Institute's website; prepares posters and handouts promoting visitor events; and creates and sends a weekly email to visitors listing local hikes and public events--the incumbent has complete responsibility for finding and selecting which events appear in this weekly email to the Institute's 100 plus visitors.

10% Coordinates meeting and events logistics: manages reservations for the auditorium and other spaces used for visitor events; manages event registrations; arranges hotels reservations for speakers and other visitors. Plans visitor events such as visitor requested social and team-building events.

10% Tracks and informs management of issues of community interest and concern: Tracks complaints and comments from visitors; analyzes the data, makes recommendations for improvement; implements relevant improvements. Also, manages the Institute's housing list and/or information in an effort to address housing concerns from visitors.

5% As a member of a dynamic, collaborative team within the University, the incumbent will take on a variety of tasks that fall outside his or her specifically defined duties.

Required Qualifications

Bachelor's degree in related area and / or equivalent experience / training.
Outstanding interpersonal skills; capacity and inclination to help visitors feel welcome and supported. Able to communicate accurately and efficiently to all types of visitors. Able to collaborate with colleagues within all levels of the Institute; problem solve together in order improve efficiency and customer service.
Extraordinary thoroughness and attention to detail in all aspects of work, especially written language and numbers (accuracy/arithmetic).
Outstanding project and time management skills, specifically the ability to plan and execute numerous projects with complex and overlapping timelines. Able to assist visitors with their questions then return to more complex computer-related tasks on a regular basis.
Knowledge of basic concepts and principles of building and maintaining effective relations with a variety of alumni and other key constituencies.
Event planning skills. Able to create a detailed plan and execute the plan.
Written, verbal and interpersonal skills, including tact and political acumen to effectively represent the institution.
Analytical and critical thinking skills.
Applicable computer skills including Google Workspace (required), Salesforce (preferred), and Drupal website (preferred).
Preferred Qualifications

Basic knowledge of the institution, its mission, vision, goals, achievements, policies, and infrastructure.
Salary & 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 salary or hourly range that the University reasonably expects to pay for this position is $70,000 to $87,000 annually. This is a 100% FTE contract position eligible for full benefits.

Referral Source info
This job is part of the Employee Referral Program. If a UC Berkeley employee is referring you, please ensure you select the Referral Source of " UCB Employee " and then enter the employee's Name and Berkeley email address in the Specific Referral Source field. Please enter only one name and email.
Other Information

**This is a 1-year contract appointment with the possibility of extension and/or conversion to career.**

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, please see the U.S. Equal Employment Opportunity Commission poster.

For the complete University of California nondiscrimination and affirmative action policy, please see the University of California Discrimination, Harassment, and Affirmative Action in the Workplace policy.

To apply, visit https://careerspub.universityofcalifornia.edu/psp/ucb/EMPLOYEE/HRMS/c/HRS_HRAM.HRS_APP_SCHJOB.GBL?Page=HRS_APP_JBPST&Action=U&FOCUS=Applicant&SiteId=21&JobOpeningId=52079&PostingSeq=1

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