Administrative and Communications Coordinator (4722C) - #84975

At the University of California, Berkeley, we are dedicated to fostering a community where everyone feels welcome and can thrive. Our culture of openness, freedom and belonging make it a special place for students, faculty and staff.

As a world-leading institution, Berkeley is known for its academic and research excellence, public mission, diverse student body, and commitment to equity and social justice. Since our founding in 1868, we have driven innovation, creating global intellectual, economic and social value.

We are looking for applicants who reflect California's diversity and want to be part of an inclusive, equity-focused community that views education as a matter of social justice. Please consider whether your values align with our Guiding Values and Principles, Principles of Community, and Strategic Plan.

At UC Berkeley, we believe that learning is a fundamental part of working, and provide space for supportive colleague communities via numerous employee resource groups (staff organizations). 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 full-time staff employees with at least 80 hours (10 days) of paid time per year to engage in professional development activities. Find out more about how you can grow your career at UC Berkeley.

Departmental Overview

The Department of History is rated one of the top academic programs nationally and globally. As one of the largest teaching departments in the College of Letters and Science, enrolling over 8000 students in 150 courses each year, our courses serve campus and department graduation requirements across the University. The department is comprised of 50 tenure-track faculty, 30 emeriti, and 13 career staff. Annual hires include 15-20 visiting instructors, 25-30 visiting scholars, approximately 230 academic student employee appointments, and 10-15 casual employees. With approximately 100 graduate students, 250 undergraduate majors, and 100 minors, students in our program are able to select from a broad range of fields of study. The History department is committed to supporting a large and diverse population of students. Over the past several years, the department has seen a significant increase in graduate and undergraduate students of color.

Position Summary

The Administrative and Communications Coordinator creates and coordinates the bulk of communications (e.g. website, social media, electronic communications, and posted signage) for the History department, and provides oversight for the front office administration, serving all department constituencies: faculty, visiting instructors, graduate students, undergraduates, and staff.

Application Review Date

The First Review Date for this job is: 03/27/2026.

Responsibilities

Office Coordination and Administrative Support: Front Office Administration

• Oversee the daily operations of the History main office to ensure that best business practices are implemented.
• Assists with recruiting, training, and serves as work lead for work-study students who cover the following front office duties: greet public, answer phones, direct inquiries, distribute and redirect mail, prepare overnight packages, update departmental bulletin boards, update mailbox assignments, restock copier paper and supplies.
• Develop schedules, assign work, monitor progress, and provide periodic feedback for these student employees.
• Serve as initial contact for many departmental inquiries.
• Effectively interacts with large numbers of students, faculty, staff, and public in a positive and confidential manner; requires extensive knowledge of departmental practices, academic programs, and campus resources.
• Works independently with limited supervision.
• Serve as one of two primary department operators/experts of office equipment (central copier/printer, video conferencing tools).
• Troubleshoots equipment problems and arrange for equipment repairs or recommend timely replacement of items.
• Coordinate office orientation sessions for staff and faculty on office procedures, office equipment usage, office supplies.
• Maintain public information (e.g., rosters of office hours, class schedules, staff and faculty directories, door cards for faculty and GSI offices).
• Serves as back-up scheduler for special uses of departmental seminar rooms (2303, 2231, 2227, and 3104), 3335 Dwinelle (a departmentally-controlled humanities space), Dwinelle common spaces (3401, 370, and Ishi Court), and backup scheduler for one-time room requests for review sessions and special events for all instructors, including GSIs.
• In cooperation with Operations Manager, provide facilities support for both immediate and routine problems as well as providing administrative assistance in coordination of larger remodel projects.
• Forward reports of building problems to Physical Plant, Building Facilities Manager, or general assignment classroom coordinators, as necessary.
• Unlock and lock departmental classrooms.
• Serves as primary key controller, managing both metal keys and electronic access, and as backup building access controller.
• Serve as member of department safety team.

Communications Support

• Provides oversight of a comprehensive communications program for the History Department, including moderately complex requirements of written, visual, and electronic communications for a wide range of events.
• Manage large-scale email mailings using tools such as Mailchimp, and oversee department's primary social networking sites.
• Work with management to develop and execute organizational communication strategy.
• Work with department events coordinator to share and maintain a master calendar of program activities.
• In coordination with the Events Manager, support donor relations efforts including managing donor lists, distribution of acknowledgements.
• Serve as editorial assistant and production coordinator for History digital newsletter.
• Typical projects serve broader departmental needs, requiring regular coordination with contributing staff.
• However, position can also serve individual faculty and others as needed.
• Manage and update department email listserves.
• Coordinate with front office staff to maintain public information (e.g., rosters of office hours, class schedules, staff and faculty directories, door cards for faculty and GSI offices), distribute electronic rosters, and publish all information to the website in a timely manner.
• Read and respond to all general inquiries sent to the history@berkeley email account, routing incoming messages to faculty and staff most appropriate to the inquiry.

Web Support

• Design and plan the graphics, layout, and aesthetic of departmental web pages, and create web content using tools from Google Suite, Word, Acrobat, Photoshop and InDesign.
• Utilizing the campus Open Berkeley web platform tools, manage user administration, perform device and browser testing, and optimize system performance.
• Work with content owners to maintain information updates and ensure site accessibility.

Record Keeping and Reporting Systems

• Develops and maintain hard copy and electronic copy record-keeping systems for main office and communications roles.
• Coordinate annual review and updates to core resources such as front-office guide for student employees, website content owners update schedule, newsletter schedule, etc.
• Assist with the analysis of record keeping systems and produce reports concerning key distributions.
• Key Controller: Maintain system for key control as it relates to the ordering, distribution, and tracking of metal keys and the management of electronic access tracking and review procedures.

Professional Development

• Participates in employee development and training programs or other workshops to maintain or improve the necessary skills to perform the duties described above.

Required Qualifications

• Proven customer service orientation, including time management, organization, interpersonal and oral/written communication skills to interact effectively and diplomatically with a variety of faculty, staff, and students in a varied, fast-paced environment.
• Ability to multitask under conditions of frequent interruption and time constraint.
• High attention to detail and accuracy.
• Demonstrated analytical problem-solving skills, including ability to negotiate, compromise and effect immediate decisions in stressful situations.
• Demonstrated reliability, including good attendance and punctuality.
• Demonstrated proficiency with Google Suite (including Google Groups), Microsoft Office (Word, Excel, PowerPoint), Design and Web Management applications (Drupal, Adobe design suite), and other related software.
• Ability to function successfully in a team environment and independently.
• High school diploma and/or equivalent experience/training.
• Applicants for this position are expected to possess the skills, knowledge, and abilities essential to the successful performance of the duties assigned to the positions.

Preferred Qualifications

• Experience in project management.

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 hourly range that the University reasonably expects to pay for this position is $30.58 (Step 1) - $39.21 (Step 12).

• This is a full-time (40 hours/week), career position that is eligible for UC Benefits.
• This is a non-exempt, biweekly-paid position.

How to Apply

• To apply, please submit your resume and cover letter.

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.
• This position is eligible for up to 10% hybrid work. Exact arrangements are determined in partnership with your supervisor to meet role responsibilities and department needs, and are subject to change.

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.

Misconduct

SB 791 and AB 810 Misconduct Disclosure Requirement: As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; received notice of any allegations or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

"Misconduct" means any violation of the policies or laws governing conduct at the applicant's previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, as defined by the employer. For reference, below are UC's policies addressing some forms of misconduct:

UC Sexual Violence and Sexual Harassment Policy

UC Anti-Discrimination Policy

Abusive Conduct in the Workplace

Equal Employment Opportunity

The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected status under state or federal law.

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". Then enter the Employee's Name and Berkeley E-mail address in the Specific Referral Source field. Please enter only one name and email.