Administrative Officer, Nancy Pelosi Institute (4800C) #87996

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Administrative Officer, Nancy Pelosi Institute (4800C) #87996

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Job ID

87996

Location

Main Campus-Berkeley

Full/Part Time

Part Time

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About Berkeley

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 makes it a special place for students, faculty, and staff, who are among the most talented and accomplished anywhere, including Nobel laureates, Pulitzer Prize winners, and MacArthur Fellows. Since our founding in 1868, we have been an engine for innovation - driving intellectual, economic, and social progress that benefits California, the U.S., and beyond. Together, we change the world.

At Berkeley, the best careers are built on a foundation of continuous learning and growth. We actively support professional development by providing all full-time staff employees with at least 80 hours of paid time per year and provide space for supportive colleague communities via numerous employee resource groups.

We invite applicants who are inspired by our Principles of Community and who are eager to be part of our exciting Strategic Plan, which charts Berkeley's next era of excellence.

Learn more about some of our accomplishments at Points of Pride.

Departmental Overview

The Nancy Pelosi Institute's mission is to strengthen our democracy. It will honor and carry on the legacy of Speaker Pelosi, the first Californian and first woman to serve as Speaker of the United States House of Representatives. Launched in this year of our country's 250th anniversary, this non-partisan institute will prepare the next generation of civic leaders and advance entrepreneurial, evidence-based solutions to America's pressing problems.

Position Summary

Under the general direction of the Institute Director(s), the Administrative Officer serves as the primary administrative and operations professional for the Nancy Pelosi Institute for Representative Democracy, a research institute housed within the Charles and Louise Travers Department of Political Science at UC Berkeley. The position provides comprehensive administrative, operational, financial, communications, and programmatic support to advance the Institute's mission of strengthening democratic institutions through research, teaching, civic engagement, leadership development, and public programming.

This position works collaboratively with Institute and Department leadership, faculty, researchers, staff, students, campus partners, donors, policymakers, and external organizations, the incumbent coordinates high-profile conferences, speaker series, policy forums, workshops, visiting scholars, and public events; manages institute communications, travel, and day-to-day operations; provides project management support for strategic initiatives; maintains administrative records and reporting; and supports the Institute's digital presence and outreach efforts. The Administrative Officer ensures that Institute activities are executed efficiently, professionally, and in compliance with University and departmental policies while advancing the research, educational, and public service missions of both the Nancy Pelosi Institute for Representative Democracy and the Charles and Louise Travers Department of Political Science.

Application Review Date

The First Review Date for this job is August 19, 2026. For full consideration, please apply on or before the first review date.

Responsibilities

45%

• Leads the planning, coordination, and execution of the Nancy Pelosi Institute's conferences, lecture series, policy forums, research symposia, donor cultivation events, executive meetings, educational programs, student engagement initiatives, and other high-profile public events.
• Serves as the primary administrator responsible for all logistical and operational aspects of Institute programming, independently managing multiple complex projects simultaneously by developing comprehensive project plans and timelines, coordinating stakeholders, monitoring milestones, anticipating and resolving logistical challenges, and implementing contingency plans to ensure successful execution within established deadlines and budget parameters.
• Coordinates all event logistics, including venue selection and reservations, room configuration, audiovisual production, livestreaming and hybrid meeting technology, registration management, accessibility accommodations, security coordination, catering, transportation, lodging, travel arrangements, parking, speaker itineraries, protocol for distinguished guests, and the preparation of event materials.
• Collaborates with faculty, campus departments, external organizations, vendors, and service providers to deliver professional, seamless events that advance the Institute's mission and provide an exceptional experience for policymakers, donors, researchers, students, and other distinguished participants.
• Develops, administers, and monitors comprehensive event budgets, including forecasting expenditures, tracking actual costs, reconciling expenses, and preparing financial reports for Institute leadership.
• Exercises independent judgment in allocating resources, identifying cost-saving opportunities, recommending budget adjustments, and ensuring all expenditures comply with University financial, procurement, entertainment, and travel policies while maximizing the impact of Institute programming.
• Compiles, maintains, and analyzes data related to Institute events, activities, funding, research outputs, program outcomes, participation, and financial operations, preparing reports, metrics, and post-event analyses that support strategic planning, informed decision-making, continuous program improvement, and the accuracy and integrity of Institute records.

25%

• Provides comprehensive executive and administrative support to the Executive Director by independently managing a complex calendar; scheduling and prioritizing meetings, conferences, speaking engagements, donor visits, and strategic initiatives; resolving scheduling conflicts; and coordinating with internal and external stakeholders to ensure the Executive Director's time is aligned with the Institute's operational, academic, and strategic priorities.
• Coordinates complex domestic and international travel for the Executive Director, affiliated faculty, researchers, visiting scholars, advisory board members, and distinguished guest speakers by developing detailed itineraries, arranging transportation and lodging, coordinating meeting schedules and event logistics, and ensuring compliance with University travel, reimbursement, and risk management policies.
• Researches, drafts, edits, and proofreads correspondence, reports, presentations, briefing materials, donor communications, and other written communications on behalf of Institute leadership and affiliated faculty, ensuring accuracy, professionalism, confidentiality, and alignment with the Institute's mission and strategic objectives.
• In consultation with the Executive Director, coordinates the work of undergraduate student assistants by assigning projects, establishing priorities and deadlines, providing training and guidance, monitoring progress, and ensuring the timely completion of administrative, research support, communications, and event-related assignments.
• Regularly assesses competing administrative, operational, and programmatic priorities to ensure Institute activities are completed on time.
• Independently reprioritizes work, adjusts schedules, and reallocates resources when event requirements, leadership priorities, or stakeholder needs change unexpectedly.
• Evaluates existing workflows and develops or revises administrative procedures, tracking systems, or communication processes to improve operational efficiency, support new Institute initiatives, and ensure compliance with evolving University policies and best practices.

15%

• Collaborates closely with the Executive Director (Ed) to develop and implement strategic communications that advance the mission, priorities, and public profile of the Nancy Pelosi Institute for Representative Democracy (NPI).
• Coordinates the planning, development, and continuous enhancement of the Institute's website, newsletters, marketing materials, social media, annual reports, and other public-facing communications, ensuring consistent messaging and alignment with the Institute's strategic goals.

15%

• Serves as the primary liaison with vendors, service providers, campus procurement, facilities, information technology, communications, and hospitality partners.
• Researches and resolves vendor issues, negotiates service expectations, coordinates contracts and purchase orders, monitors vendor performance, processes invoices and reimbursements, and ensures timely payment in accordance with University policies and contractual obligations.

Required Qualifications

• Interpersonal skills, including verbal and written communication, active listening, critical thinking, persuasiveness, advising, and counseling skills.
• Knowledge of a variety of administrative operational activities such as event planning, basic fundraising processes, risk management planning, website design, accounting and payroll, and contracts and grants regulations and guidelines.
• Solid knowledge of University-specific computer application programs or comparable systems.
• Ability to use discretion and maintain confidentiality.
• Strong skills in short-term planning, analysis, problem-solving, and customer service.
• Thorough knowledge of financial analysis and reporting techniques, and/or human resources policies and procedures for staff and academic employees.

Preferred Qualifications

• Thorough knowledge (or comparable institutional knowledge) of University rules and regulations, processes, protocols, and procedures for budget, accounting, and fund management, and/or personnel management.

Education / Training

• Bachelor's degree in a related area and/or equivalent experience/training.

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 annual salary range for this position is $97,572.24 (Step 1.0) to $105,611.04 (Step 5.0). These figures represent the full-time equivalent (100% FTE) annual salary range.

• This is a part-time Career appointment (30 hours per week, 75% FTE) that is eligible for UC benefits. Compensation will be prorated based on the appointment percentage.
• This is an exempt, monthly-paid position.

How to Apply

To apply, please submit your resume and cover letter.

Other Information

• This position is eligible for up to 1 day/week remote work within the United States. Exact arrangements are determined in partnership with your supervisor to meet role responsibilities and department needs and are subject to change.
• 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 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
• 5% - Possibly travel to offsite events.

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

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.

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