Program Administrator (4722C), Institute for Gender and Sexuality Research - #89860

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Departmental Overview

The Institute for Gender and Sexuality Research (IGSR, formerly the Beatrice Bain Research Group) fosters research on gender, women, and sexuality through events and hosting of gender and sexuality scholars from around the globe. IGSR is housed within the Department of Gender and Womens Studies (GWS), which is administratively clustered with the Departments of Ethnic Studies and African American Studies. GWS generates leading-edge scholarship in the discipline of women, gender, and sexuality studies. GWS runs an undergraduate major program, and offers two minor programs (the GWS minor, and a minor in Trans and Queer Praxis) and a Designated Emphasis in Women, Gender, and Sexuality (DEWGS) for UC Berkeley graduate students.

Position Summary

In this position, the Program Administrator provides administrative coordination and operational support for the Department of Gender and Womens Studies and the Institute for Gender and Sexuality Research, reporting to the Cluster Director of Administration. The Program Administrator coordinates departmental purchasing, financial transactions, facilities, space and equipment, student employee activities, and academic and public events. The Program Administrator supports visiting scholar programs, grant proposal preparation and reporting, fundraising and outreach initiatives, website updates, and administrative services for department leadership, faculty, students, and external constituents. This position serves as the public face of Gender and Womens Studies with oversight of the front office both locally and in terms of the general public, and is fully in-person.

Application Review Date

The First Review Date for this job is: November 23, 2026. For full consideration, please apply on or before the first review date.

Responsibilities

Program Administration and Operations - 40%

• Coordinates office refurbishments, space and room arrangements, key control, equipment and supply inventory, upkeep of audiovisual systems and the computer lab, and facilities service requests
• Coordinates day-to-day administrative operations for the Gender and Womens Studies department, helping ensure office workflows, facilities, equipment, and supplies are maintained and departmental needs are addressed.
• Processes and tracks departmental purchasing, honoraria, invoicing, and related financial transactions in accordance with established University procedures.
• Serves as the primary departmental purchaser, coordinating purchase requests, maintaining supporting documentation, and following up on transactions to ensure timely processing.
• Reconciles departmental purchasing card transactions and coordinates timely posting of expenses to the appropriate chartstrings.
• Provides administrative assistance with grant and contract proposals by gathering information and contributing to non-technical sections and supporting documentation.
• Coordinates website updates and works with department management and appropriate technical resources to address website issues.
• Provides day-to-day direction, training, and task coordination for student employees performing front-office, transactional, and event-support duties.
• Provides administrative support to the Department Chair, Vice Chair for Research, and Director of Administration, including coordinating requests, preparing materials, and following up on assigned tasks.
• Attends faculty meetings and departmental events, maintains administrative records and reference information, and helps ensure continuity of departmental activities and procedures.
• Coordinates departmental calendars, conference room reservations, and room access for meetings and events.
• Provides administrative backup to the Cluster, as needed, averaging no more than two hours per month.
• Participates in departmental committees and completes related administrative follow-up as assigned.

Event Coordination - 20%

• Coordinates the logistical arrangements for departmental academic and public events, conferences, meetings, and programs.
• Arranges venues, catering, vendors, audiovisual support, publicity, materials, room setup, and breakdown in accordance with established plans, schedules, and budgets.
• Coordinates event requirements with faculty, staff, students, service providers, and other participants; tracks deadlines and resolves routine logistical issues.
• Prepares event correspondence, schedules, announcements, and other written materials using knowledge of departmental programs and established communication practices.

IGSR Administrative Support - 20%

• Provides administrative and logistical support to the Institute for Gender and Sexuality Research (IGSR) within the Department of Gender & Women's Studies.
• Coordinates outreach activities and supports the receipt, tracking, and processing of program applications in accordance with established procedures.
• Coordinates administrative onboarding activities for visiting scholars, visiting student researchers, and postdoctoral scholars, including collecting documentation and communicating applicable requirements.
• Coordinates the day-to-day administrative needs of the IGSR computer lab, including equipment, supplies, access, and facilities requests.

Development and Outreach Support - 15%

• Provides administrative support for departmental fundraising campaigns, including Big Give and DEWGS alumni campaigns; tracks donations and maintains related records.
• Assists with grant proposals for competitive and non-competitive funding opportunities by gathering information, coordinating inputs, and preparing supporting materials.
• Assists principal investigators with drafting and compiling information for external funding reports, including reports to the Chau Hoi Shuen and Mellon Foundations.
• Coordinates administrative and logistical components of outreach projects, including newsletters, GWS Cafe, and alumni and donor communications.

Professional Development - 5%

• Participates in career development workshops, classes, conferences, and collaborations through campus-sponsored and external resources

Required Qualifications

• Demonstrated ability to coordinate multiple administrative projects, monitor deadlines, maintain records, and ensure timely completion of assigned activities.
• Experience coordinating events, meetings, or programs, including scheduling, vendor arrangements, logistics, and participant communications.
• Ability to prepare and edit professional correspondence, reports, announcements, and other administrative materials.
• Thorough knowledge of financial administrative procedures and processes, including reconciling transactions, purchasing, invoices, reimbursements, or related expenditures.
• Requires good verbal and written communication skills, active listening, critical thinking, multitasking, and time management skills.
• Requires interpersonal and work leadership skills to provide guidance to other nonexempt personnel.
• Ability to work independently, solve problems, set priorities, and take initiative in executing tasks with attention and accuracy.
• Proficiency in Microsoft Office Suite software and/or the ability to learn.
• Familiarity with UC and campus policies and/or the ability to learn.

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 $36.80 - $45.00, Step 7 - 16.

• This is a non-exempt, bi-weekly paid position.
• This is a full-time (40 hours/week) Career position eligible for UC benefits.

How to Apply

To apply, please submit your resume and cover letter.

Other Information

• This is an on-site position at the University of California, Berkeley.
• 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.

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

As a condition of employment, the final candidate who accepts a conditional offer of 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.