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Application Review Date
The First Review Date for this job is: 10/8/19
The Simons Institute for the Theory of Computing is the world's leading venue for collaborative research in theoretical computer science. Established on July 1, 2012 with a grant of $60 million from the Simons Foundation, the Institute is housed in Calvin Lab, a dedicated building on the UC Berkeley campus. The Institute brings together the world's leading researchers in theoretical computer science and related fields, as well as the next generation of outstanding young scholars, to explore deep unsolved problems about the nature and limits of computation.
This position provides highly skilled executive support to the faculty leadership of the Institute (Director, Associate Director and Senior Scientists). Key areas of responsibility include: managing highly complex executive calendars and meeting coordination; providing on-site logistical support for meetings (slides, agendas, refreshments, video teleconferencing, etc.); coordinating complex travel logistics (includes arranging flights, transport and lodgings, as well as keeping track of financial commitments connected with the Director's speaking engagements, and processing and tracking reimbursements); using skilled judgment and discretion in triaging executives' emails and other incoming requests; and composing and maintaining executives' task lists. Assists with document preparation for high-stakes materials (CVs for funding proposals, recommendation letters, etc.); this requires a high level of skill in proofreading and document layout, as well as judgment in how to most appropriately customize preexisting text to new contexts and assignments. Takes on a variety of other projects for the faculty leadership, as needed; requires advanced critical thinking, judgment and flexibility. Time permitting, the incumbent may assist staff leadership (Director of Development, Director of Operations, Director of Communications). This position requires participation in occasional evening/weekend events.
60% Provides highly skilled executive support to the faculty leadership of the Institute (Director, Associate Director and Senior Scientists). Key areas of responsibility include:
Managing highly complex executive calendars; coordinating meetings with prominent figures in academia and industry; providing on-site logistical support for meetings (slides, agendas, refreshments, video teleconferencing, etc.);
Coordinating complex travel logistics; includes keeping track of financial commitments connected with the Director's speaking engagements, and processing and tracking reimbursements.
Using skilled judgment and discretion in triaging executives' emails and other incoming requests; composing and maintaining executives' task lists.
20% Takes on a variety of other projects for the faculty leadership, as needed; requires critical thinking, judgment and flexibility. Time permitting, the incumbent may assist staff leadership (Director of Development, Director of Operations, Director of Communications).
10% Assists with document preparation for high-stakes materials (CVs for funding proposals, recommendation letters, etc.). Requires a high level of skill in proofreading and document layout, as well as judgment in how to most appropriately customize preexisting text to new contexts and assignments.
10% As a member of a dynamic, collaborative team in a start-up environment within the University, the incumbent will take on a variety of tasks that fall outside his or her specifically defined duties.
Required: Outstanding project- and time-management skills, specifically the ability to plan and execute several numerous projects with complex and overlapping timelines. Included here are all of the disciplines of project management, including translating goals into specific actions, building and an implementing a complex timeline, foreseeing difficulties and delays, building contingency plans, eliciting timely responses from recalcitrant colleagues, and pivoting efficiently among projects, without falling behind on or losing track of the numerous isolated or recurring tasks that fall outside of large projects.
Required: Utmost discretion and ability to maintain confidentiality, as well as professional judgment to understand how best to handle sensitive or confidential issues that arise in the course of work.
Required: Outstanding written communication and document-production skills, including the ability to produce flawless prose in a variety of communication registers, and to compose polished, error-free documents, precisely tuned to context and refined and accurate in visual presentation.
Required: Outstanding interpersonal skills, including the ability to excel in both leadership and supporting roles in complex, multiparty collaborations; capacity and inclination to foster harmonious outcomes, and to support and inspire colleagues at all levels to do beautiful, polished, and efficient work, in service of the Institute's mission.
Required: Extraordinary skill for managing up: keeping executives organized, and communicating openly and effectively with a variety of executives with different needs and work styles.
Required: Outstanding oral communication, specifically the ability to communicate with clarity, precision and good cheer to a variety of constituencies, including visiting scientists, resident faculty and staff, campus partners, vendors and contractors. Included here are receptive communication skills, especially the ability to detect misunderstandings early on, and to calibrate style and level of detail to the occasion.
Required: Extraordinary thoroughness and attention to detail in all aspects of work, especially: written (punctuation/grammar/style), graphic (typography/presentation/consistency), and task-management-related (keeping thorough track of all commitments and required actions).
Required: Outstanding analytical skill, including the ability to take on a variety of unfamiliar projects with a great deal of complexity.
Required: Outstanding skills for maintaining complex calendars and coordinating multiparty meetings with prominent constituents.
Desired: Professional experience in executive support.
Desired: Technical fluency in software clients used for event management and online media, as well as Salesforce (desired), the Institute's constituent database.
Desired: Knowledge of campus policies regarding travel and entertainment, and procurement.
Desired: Thorough knowledge of the campus, its vision, mission, goals, objectives, achievements, issues of concern and infrastructure.
Desired: Thorough knowledge of relevant internal and external constituencies, including the campus scientific community, the international theoretical computer science community, and sectors of the public with interest in computing, mathematics and science.
Desired: Experience in event coordination; UC Berkeley Event Planning Certification also desirable.
Desired: Experience and skill in simple graphic design, using applicable software tools (e.g. Adobe design suite).
Desired: Experience with various software tools including: Salesforce or other constituent management databases, online registration tools (e.g. Eventbrite, Regonline), email marketing tools (e.g. MailChimp, Convio), and Drupal or another website content management system; HTML experience also desirable.
Desired: Familiarity with University policies and procedures for procurement and related activities, including experience with online systems such as BearBuy, BFS, and CADS.
Salary & Benefits
For information on the comprehensive benefits package offered by the University visit:
The salary range designated for this position: Starting salary commensurate with experience.
How to Apply
Please submit your cover letter and resume as a single attachment when applying.
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.
The University of California was chartered in 1868 and its flagship campus - envisioned as a "City of Learning" - was established at Berkeley, on San Francisco Bay. Today the world's premier public university and a wellspring of innovation, UC Berkeley occupies a 1,232 acre campus with a sylvan 178-acre central core. From this home its academic community makes key contributions to the economic and social well-being of the Bay Area, California, and the nation.