EH&S Program Assistant (4723C), Office of Environment, Health & Safety -
About Berkeley The University of California, Berkeley, is one of the world's most iconic teaching and research institutions. Since 1868, Berkeley has fueled a perpetual renaissance, generating unparalleled intellectual, economic and social value in California, the United States and the world. Berkeley's culture of openness, freedom and acceptanceacademic and artistic, political and culturalmake it a very special place for students, faculty and staff.
Berkeley is committed to hiring and developing staff who want to work in a high performing culture that supports the outstanding work of our faculty and students. In deciding whether to apply for a staff position at Berkeley, candidates are strongly encouraged to consider the alignment of the Berkeley Workplace Culture with their potential for success at http://jobs.berkeley.edu/why-berkeley.html.
Application Review Date The First Review Date for this job is: January 2, 2019
Departmental Overview The Office of Environment, Health & Safety's (EH&S) mission is to provide guidance and services to the campus community that promote health, safety, and environmental stewardship.
EH&S is a highly dynamic, fast paced, committed organization focused on promoting workplace safety and environmental protection for the campus community. We are comprised of many scientific, technical, and administrative professionals, working in an evolving, learning, and sometimes challenging environment with a unified goal of supporting the University's mission of teaching, research and public service. EH&S strives to be an inclusive, service oriented, and operationally excellent organization and is seeking highly motivated individuals who want to learn, be creative, seek continuous competency development, and contribute to our mission.
As part of the Administration, Technology and Professional Services (ATPS) team, the EH&S Program Assistant supports EH&S technical programs, use authorizations and technical team administrative support. The EH&S Program Assistant receives predetermined work assignments or issues of limited scope that are subject to a moderate level of control and review by supervisor as appropriate.
The EH&S Program Assistant applies knowledge of regulatory compliance programs to provide routine administrative support to technical teams and department, updates and maintains program data and files according to established guidelines and procedures, tracks action items and timelines, communicates with staff and faculty based on correspondence templates, and provides basic program metrics to program leadership.
The EH&S Program Assistant also supports the EH&S mission, by providing essential central support to department administration and operations. Provides administrative documentation coordination, and records management. Recommends new approaches, modification of procedures, and supports administrative planning to accommodate team needs.
Responsibilities Provide administrative and program support to technical programs, and subject matters experts, working with supervisor to align priorities and tasks.
Examples are representative of the different tasks required of each technical team. They include, but are not limited to the following:
Radiation Use Administration
Collects data for program metrics and reports for sponsors and campus-wide groups.
Gathers program statistics to demonstrate regulatory compliance to auditors, management, and the Radiation Safety Committee (RSC).
Assists dosimetry coordinator with distribution and collection of dosimetry.
Assists Radiation Safety Team with monthly work distribution and monitoring completion.
Manages hazardous materials management manifest tracking, filing, and other associated tasks.
Biological Use Administration
Data Management: Cross-check biosafety contact designations within web applications and BUA filings.
BUA Process Tracking (monthly cycle, daily tracking)
Correspondence using designated templates: Scheduled email reminders to PIs and biosafety contacts regarding BUA renewal submissions. Follow-up on missing materials for BUA applications and amendments.
Correspondence: Notifications to PIs regarding receipt of BUA application or amendment
Provide monthly report to biosafety officer regarding missing submissions
Laser Safety Administration
Provides the Laser Safety Officer with database entry support for training records.
Data-entry, quality control and management of fire plan tracker, coordinating between Fire Marshals, Capital Projects and vendors/project managers.
May monitor and provide coordination to central special purpose e-mail accounts (SPA), used by the technical teams. Using resources provided, identifies subject matter experts to redirect inquiries.
Provide central resource in support of records management and program files. Supports EH&S in overall administration, collaborating with supervisor and other team members as assigned.
Participates in special projects and workgroups
Supports administrative and logistical arrangements for committee meetings and conferences.
May prepare purchase orders by researching and recommending vendors/prices/equipment and may identify substitutes.
Provide support to overall operations, as an administrative back-up.
Requires driving university vehicles to support overall EH&S vehicle use program Staff development: Works on professional committees and assignments, participates in professional training and attends relevant conferences, and/or is mentored or coached on a formal or informal basis.
Other duties, as assigned including
At the request of campus management (EH&S Director, VC Administration, UCPD Chief, or designated alternate), serve in a designate role within the EH&S Emergency Support Function and be on call to the campus Emergency Operations Center in a campus designated disaster or campus hazardous material release/threatened release. Provide appropriate emergency response role based upon expertise and, where applicable, designated departmental role.
Previous work experience in an administrative capacity
Proven experience working in a fast paced, problem solving environment.
Prior experience in team environment
Developed organizational skills, attention to detail, and ability to work under deadlines with conflicting demands
Relevant computer skills to competently and efficiently utilize database systems and PC-based software applications, including customized database software, Microsoft Suite, and Google suite.
Demonstrated solid communication and interpersonal skills to communicate effectively with all levels of clients and colleagues, both verbally and in writing.
Demonstrated ability to exercise sound judgment when researching and resolving situations in which a routine answer will not suffice.
Customer service orientation and ability to be flexible and adaptable to change
Demonstrated ability to work independently, establishing priorities.
Education and/or experience and/or equivalent in an administrative position, supporting technical programs.
Prior experience with database systems involving multiple variables
Familiarity with UC Berkeley policies and business processes, including knowledge of campus systems, i.e., BearBuy and travel & reimbursement system.
Salary & Benefits This is a non-exempt, bi-weekly paid position. Hourly pay is commensurate with experience, within the range of $20.81 - $23.65 per hour.
For information on the comprehensive benefits package offered by the University visit:
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.