Office Manager and Program Assistant (4722C), Institute of East Asian Studies - #88632

Office Manager and Program Assistant (4722C), Institute of East Asian Studies - #88632 About Berkeley

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Departmental Overview

The Institute of East Asian Studies (IEAS) at UC Berkeley promotes teaching and research on East Asia and Southeast Asia in all disciplines and professional programs.

The Institute and its regional centers sponsor a wide variety of activities including academic seminars and colloquia series, public lectures, cultural events, and other programs with the mission to foster interaction and facilitate deeper understanding among the academic, business, and professional communities on issues concerning the Asia-Pacific region.

Position Summary

This position provides support to the IEAS Director and Associate Director and the front office: greeting guests, keeping calendars, arranging travel, processing reimbursements, coordinating correspondence, and arranging meetings with campus administrators and external parties. The Office Manager and Program Assistant also provides program support for the Core Institute: planning conferences, guest lectures, and other activities; supporting visiting scholars; assisting with logistics such as travel and catering; event set-up and post-event paperwork; publicity and social media outreach; and assisting with fundraising and donor stewardship.

Application Review Date

The First Review Date for this job is: September 17, 2026.

Applications will be considered through October 25, 2026. For full consideration, please apply on or before October 25, 2026.

Responsibilities

Administrative Assistant to the IEAS Director and Director's Office - 40%

Coordinates, monitors and maintains Director's calendar: schedules meetings involving university administrators, center chairs, foreign visitors, consular and other government officials, business people, and news media.

Arranges other events/initiatives requested by the Director and Associate Director. Attends to relevant details, including reservations, catering, travel and follow-up.

Coordinates international and domestic travel for Director and Associate Director.

Provides planning and protocol for official visitors and delegations to IEAS; coordinates visitor programs with other offices at Berkeley.

Drafts reports and correspondence.

Assists Director and Associate Director in developing relations with alumni and funding agencies.

Assists Director as needed with academic work, including syllabi, bibliographies and other matters relating to teaching and research.

Keeps Director and Associate Director informed of approaching deadlines.

Manages Director's and Associate Director's travel and entertainment expenses, and fills out required forms, following up as necessary.

Takes telephone calls, coordinates correspondence, copying and filing (both electronic and paper) for IEAS front office.

Serves as the public face of IEAS, greeting guests, answering inquiries by phone and e-mail.

Assists with other IEAS front office tasks, including maintaining files, copier machines, directing mail, and assisting with purchasing. Develops and coordinates front office procedures and practices with other staff.

Supervises student assistants.

Performs other administrative duties as needed.

Administrative Support for IEAS Core Programs - 40%

Coordinates logistical planning for academic colloquia, socials, seminars, conferences and public programs, including travel, room reservations, catering, audio-visual and room set-up.

Uses knowledge of UC, State, and Federal policies to communicate directly with IEAS speakers, conference participants, and other guests regarding travel and accommodations, visas, reimbursements and honoraria.

Manages audience outreach and publicity for events, developing press releases, flyers, and other materials (including online materials) as needed.

Assists with the production of event reports and other follow-up materials;

Gather receipts and prepare forms for purchase orders and travel/entertainment reimbursements using campus systems.

Maintain and update IEAS events calendar.

Process visas for IEAS-sponsored visitors.

Manages IEAS Visiting Scholar Program - 10%

Manages IEAS Visiting Scholar Program

Database Management - 10%

Creates and manages databases of IEAS alumni in the US and Asia, current and potential donors, funding opportunities, statistical information, etc; manages IEAS Big Give campaign.

Required Qualifications

Thorough knowledge in administrative procedures and processes including word processing, spreadsheet, email programs, Adobe Creative Suite, database applications, and other standard office software applications.

Requires good verbal and written communication skills, active listening, critical thinking, multi-task and time management skills.

Requires interpersonal and work leadership skills to provide guidance to other nonexempt personnel.

Knowledge of, or willingness to learn, university financial and entertainment policies and practices, as required.

Excellent organizational skills, with experience in all aspects of academic events planning. Basic accounting skills to manage financial matters. Knowledge of travel planning to book economical travel, including international travel. Skill with juggling multiple competing tasks.

Knowledge of an East or Southeast Asian language (particularly Chinese)

Preferred Qualifications

General knowledge of, or interest in, the field of East Asian studies is extremely helpful.

Education / Training

High school diploma or equivalent experience.

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 $32.11 - $34.39, Step 1 - 4.

This is a non-exempt, bi-weekly paid position.

This is a full-time (40 hours/week) Career position eligible for UC benefits.