PROGRAM SUPPORT ASSISTANT
Administrative Assistant, III
JOB DESCRIPTION
Job Title:
Classification:
Appointment Type:
Salary Range:
Name:
Control Unit:
Supervisor:
Position Location:
Req. # 9453
Program Support Assistant
Administrative Assistant III (4722C, represented by CUE)
100% Career Indefinite
$39,060-$55,968 (Position Hiring Maximum $45,000)
Vacant
EVCP
Professor Connie Chang- Hasnain
UCB Campus, Cory Hall, 2nd Floor, shared office
I. ORGANIZATION SUMMARY
Please give a brief description of the organization (department) in which the position resides
The Engineering Research Support Organization (ERSO) supports 250+ faculty affiliated with 22 campus-wide
departments, schools and colleges, with over $80 million in annual research expenditures, and over $7 million in
annual administrative operating budget. The mission of ERSO is to provide an integrated and effective research
administrative center to support and encourage healthy growth in the College of Engineering research enterprise.
II. PURPOSE OF THE POSITION
Please give a brief description of the overall purpose of the position. Tell “Why does this position exist?”
The Program Support Assistant (PSA) exists to provide the highest level administrative support to faculty. This
includes, but is not limited to maintaining calendars and coordinating appointments, advanced word processing
and prepares reports, memos, letters and recommendations. Activities also include coordinating meetings;
coordinating on-site and off-site conferences; participating as needed in events and meetings. The assistant may
also be making complex travel arrangements for faculty and numerous visitors. All of the above executed while
maintaining confidentiality as necessary. This support position is focused on all programmatic support.
III. CLASSIFICATION FACTORS
1. Independence/Supervision
Check the type of supervision received that best fits the position, and describe in more detail below.
X Supervision: Incumbent performs standard and routine assignments independently to conclusion; unusual
problems which may require exceptions to procedures or processes are referred to the supervisor. (Generally applies
to “journey level” worker able to work independently.)
From whom does the incumbent receive work assignments (name and title)?
Supervisor, Professor Connie Chang- Hasnain
2. Scope and Impact
What scope or organizational breadth does the position have? Who are the primary constituency (ies) or client
group(s) served?
The Program Support Assistant will provide the administrative support needed for the programmatic needs of
faculty.
What impact does the position have on the recipients of the position’s products and services?
-1–
UC Berkeley, ERSO
December 2008
PROGRAM SUPPORT ASSISTANT
Administrative Assistant, III
Performance impacts the quality of the overall effectiveness for the faculty and related programmatic
activities. Skill in their work could impact the quality of workshops and conferences, and workable travel
arrangements.
IV. MAJOR FUNCTIONS
1. Programmatic Administrative Support 60%
 Supports and assists at the highest level the faculty in all aspects of programmatic activities.
 Provides professional, high-level, executive, editorial and administrative support using the following software:
Latex, End Notes, Office Suite, and Excel. Will also use various search engines including Web of Science
(Library resource.)
 Maintains calendars; reviews incoming mail and route, if appropriate, to faculty members or department
units.
 Prepares and submits complex travel, entertainment and miscellaneous reimbursements.
 Drafts, transcribes, proofreads, edits and maintains correspondence, reports and meeting minutes; responds
to written inquiries; assists with the preparation, proofreading and editing of reports and proposals; maintains
on-line and hard copy filing systems; screens, prioritizes, and follows up on phone calls; assists with
PowerPoint and other formal presentations.
 Performs special projects – lectures, seminars, workshops, or other administrative duties as assigned.
 Maintains the photocopier and order supplies as needed; prepares orders for routine office supplies and low
value purchases; prepares and sends federal express mailings and send faxes as needed; coordinates any
other facilities management or purchasing services with the appropriate ERSO business services unit.
 Plans and coordinates complex travel arrangements.
 Works closely with the Research Administrator, Research Support Officers, Research Support Assistants, to
achieve team goals.
 Maintains schedule of program related deadlines.
 Makes required scheduling arrangements under minimum direction.
 Makes routine changes to keep web pages updated on applicable sites.
 Updates data bases and spreadsheets as needed.
 Procures souvenirs as requested for visitors within established UC policy and procedures.
2. Conference, Meeting, and Workshop Planning 30%
 Manages the coordination, planning and execution of all research conferences; off site as well as on site
conferences, seminars, workshops, and retreats; Provides comprehensive assistance to faculty for meetings
and conferences including making reservations, sending invitations, maintaining lists of attendees;
photocopying, signage, printing and distributing communications or meeting materials; arranging catering,
making travel and parking reservations, registration process & tables, and processing invoices and
reimbursements. (Types of meetings: NSF & DARPA visits, Technical conferences and workshops, one-day
visits and symposia.)
 Independently develops and implements protocols for regular meetings and conferences on an on-going
basis. Makes recommendations for streamlining the planning process.
 Analyzes equipment (Audio/Video & Internet) needs and recommends procurement options for conferences
and meetings.
 Assists with public relations work including preparing mailings, gathering information and statistics, database
entry, and on-line searches.
 May attend Executive meetings for the purpose of taking, creating and then distributing notes or minutes.
-2–
UC Berkeley, ERSO
December 2008
PROGRAM SUPPORT ASSISTANT
Administrative Assistant, III
3. Visitors, Invited Speakers & Post-Doc Scholars 10%




Assist visitors and speakers with coordinating visit to campus including but not limited to: EECS computer
accounts, travel and lodging issues, cardkey access, basic reimbursements, honoraria payments, parking
and maps.
Procure parking permits for visitors
Assist and track international Visa paper work and work closely with ERSO or EECS staff to process all
cases in a timely manner
Establish visiting agenda, announcements and other documents necessary regarding visitor activities to
campus.
V. SUPERVISORY RESPONSIBILITIES
Does this position supervise others? NO
VI. KNOWLEDGE, SKILLS, ABILITIES, AND OTHER REQUIREMENTS
1. Knowledge
What kind of knowledge is required of the position?
The ERSO Program Support Assistant must have:
 A working knowledge of office procedures in all areas.
 Demonstrated, comprehensive knowledge of University policies and procedures regarding travel and
entertainment, and general knowledge of University purchasing procedures.
 Knowledge of appropriate UC policy and procedures governing financial services, procurement, and
facilities management.
What level of knowledge is required? Basic; Intermediate; or Advanced
2. Skills
 Demonstrated experience providing professional executive assistance and office services.
 Well-developed organizational, coordination, and problem solving skills, as well as the ability to work
under pressure and meet deadlines.
 Proficiency in working with computer and information management systems: demonstrated competence
in the use of spreadsheet and databases..
 Proficiency with Microsoft Office Suite including Word and Excel, calendaring systems, the Internet, and
UCB on-line systems (e.g. CNS, federal express, procurement card, BETS, BFS).
 Advanced word processing knowledge including mail merge, imbedded graphics and the ability to
convert documents to .pdf format. Demonstrated experience using latex and end notes.
 Strong attention to detail and thoroughness in work product.
 Effective verbal and written communication skills.
 Advanced internet skills and ability to use various search engines, including “Web of Science.”
 Able to independently perform routine assignments and refer unusual problems to supervisor.
3.
Abilities
 Ability to work both in teams and ability to work independently.
 Ability to set priorities and meet regular deadlines.
-3–
UC Berkeley, ERSO
December 2008
PROGRAM SUPPORT ASSISTANT
Administrative Assistant, III










Ability to interact effectively with faculty, staff, students, and industrial partners while demonstrating tact
and diplomacy, and the ability to handle confidential information.
Interpersonal skills to maintain cooperative and effective working relationships.
Ability to research and resolve problems, follow through on projects and assignments.
Ability to use judgment to follow standard guidelines.
Willingness to learn and take direction.
Ability to communicate information effectively in verbal and written form.
Ability to interpret written policies as needed.
Ability to use judgment to solve problems.
Ability to work with supervisor to improve processes and create best practices; exercising discretion to
solve non-standard problems; may consult with supervisor when problems involve new interpretation of
policy.
Ability to set priorities and accomplish tasks, and make decisions and to propose and implement
appropriate solutions.
4. Other Requirements
Valid California Driver’s License
-4–
UC Berkeley, ERSO
December 2008