Administrative Assistant 3

University of California Berkeley - Berkeley, CA4.2

30+ days agoFull-timeEstimated: $43,000 - $61,000 a year
Skills
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 acceptance—academic and artistic, political and cultural—make 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: August 17, 2018.
Departmental Overview
Residential and Student Services Programs (RSSP) is part of the division of Student Affairs under the direction of the Associate Vice Chancellor of RSSP. The department provides/manages residential student housing, residential life programs, custodial and maintenance services, capital and minor capital projects, self-operated dining services for undergraduate and graduate students and their families, as well as child care services for students, faculty, and staff. The department also conducts a year-round conference business, operates five campus restaurants, and manages twenty-six faculty apartments.
Responsibilities
Under the direction of the Housing Facilities Manager the position is responsible to meet the overall customer service and administrative needs of the Unit while performing a variety of administrative and budgetary functions. The responsibilities include and are not limited to: unit desk and mail services; procurement and unit financial processing; work requests, filing/copying and work request inquiries using the various databases. Assist in maintaining, monitoring, and reconciling the general ledgers, coordinating/compiling administrative reports. This position also enters and monitors payroll adjustments. Takes meeting notes and produce written minutes, coordinate room and travel arrangements and prepare travel/entertainment-related documents is one of the primary customer service contacts and information source for students, parents, and visitors. Directs the work of multiple part-time student employees who work at the main desk as customer service representatives. The position is involved in the recruitment and hiring and training of these students. They will also, utilize numerous computer applications in the performance of duties. Assist the Housing Facilities Manager in providing a wide variety of services for Residential Programs, Dining Services, Academic Center Programs, and Conference operations.

Administrative Responsibilities:
  • Provide analytical support to manager and PCS as well as all levels of the department leadership to improve operational planning, administrative processes/policy development with a focus on better utilization of departmental resources. This includes independent assignments (such as uniform expense tracking and handbook creation), special projects (such as coordinating training programs) and other relevant duties as assigned.
  • Define problems, collect and analyze data, and recommend potential solutions and approaches to administrative problems and special projects. Interpret and appropriately disseminate findings. In the absence of the Facilities Manager, act as primary point of contact to address administrative issues for the facility.
  • Organize, schedule and provide administrative support for recruitments and professional search processes. Assist in the coordination the annual limited appointment recruitment. Create and maintain the HOME Custodial Operations operational calendar. Maintain the unit’s Departmental and Academic year conference/meeting space calendar.
  • Utilize appropriate software to handle room inventories, linen orders and meeting space reservations for conference living spaces during the summer. Coordinate linen pick-up and delivery for Custodial Operations. Work with vendor, PCS’s and Custodial Supervisors to meet all operational linen needs.
  • Work with departmental staff to test, evaluate and utilize new computer programs.
  • Responsible for Front Office customer service relations with residents and other customers, including room reservations, the mailroom, and the receipt and distribution of all mail and packages for residents.
  • In conjunction with the Manager, screen, interview, select, schedule, train and assist in evaluating student housing clerks. Recommend disciplinary action when necessary. Assist with planning and implementation of summer conference training program for student employees.
  • Ensure equipment and vehicles are repaired, serviced, and maintained.
  • Draft, prepare, proofread, and edit various documents and forms for accuracy and grammar.
Corrective Maintenance: Receive and create maintenance tag repair requests. Notify manager of any discrepancies and follow through with the Work Order Center.
Document control: Maintain a document (both electronic and hard copy) control system to keep facilities’ files up-to-date (e.g. resident accounts, Room Condition reports, lock-out logs, invoices, vehicle records, etc.) with the most relevant and current information (as required by policy or statute of limitations).
Payroll: As directed, process computerized timekeeping records, prepare HR/Payroll forms, and investigate discrepancies. Report irregularities to the Manager.
Residential key control and lockouts: Ensure key records are accurate, resolve discrepancies, and maintain security for residential and facility keys on a daily basis. Assist with lockouts. Under the direction of the manager, determine when key replacement is necessary. Responsible for ordering, billing, and notifying residents of pending key charges.

Customer Service:
  • Serve as a resource for staff, residents, conference guests, and visitors on the phone and in-person. Provide general information and accurate referrals to appropriate departments on the phone and in person regarding HOME, RSSP, and campus services.
  • As necessary, greet, direct, and give tours to departmental visitors.
  • Provide a high level of customer service to staff, students, conference guests, visitors, vendors and faculty.
Purchasing:
  • Coordinate purchase of materials, equipment, and services as directed by the Manager, using online systems and procurement card.
  • Ensure purchases contain correct information (e.g. payment chartstring, authorization, etc.) in online systems. Follows University procurement guidelines.
  • Review / reconcile ledgers to ensure purchases are posted to the correct account. Coordinates corrections with Accounts Payable.
  • Prepare and submit travel and expense requests and reimbursements following University/departmental travel and entertainment guidelines. Coordinate travel arrangements and prepare travel-related documents.
Summer Conferences:
Works closely with Manager and Conference Services on conference arrangements. Provides a high level of public relations services for conference guests and organizers.
  • Prior to conference arrival: use computer systems to assign and inspect guest rooms, prepare linen reports, coordinate meeting set-ups, arrange for keys.
  • Upon conference arrival: assist with check-ins, inform Conference Services of changes, respond to guest inquiries, update systems current information.
  • Inspect facilities, coordinate set-ups, and other tasks for conference groups. Receive, respond and follow through on guests’ inquiries and complaints relating to room assignments and set ups, guest services, reception/registration, information directory and messages.
Conduct research, analyze data and prepare recommendations on a variety of topics related to facilities operations. Perform duties as designated by the Manager.
Required Qualifications
  • At least two (2) years of work experience in a professional office environment, experience in a college/university housing or property management organization showing progressive, increased responsibilities.
  • Advanced knowledge of PC based software (MS Office (Word, Excel, PowerPoint) CalAgenda.
  • Demonstrated skill to create presentations, produce reports, organize and communicate information clearly and effectively using spreadsheet, presentation and word processing applications.
  • Demonstrated detail-orientation, record keeping and file management skills to organize, accurately document, and retrieve data in a variety of configurations (Hard Copy, Electronic, etc.).
  • Knowledge of safe work practices.
  • Basic understanding or knowledge of the University environment, its mission, and operational needs.
  • Effective oral (in person and/or by telephone) and strong written communication skills to communicate clearly and effectively. Must be able to listen as well as to provide information succinctly, clearly, accurately.
  • Strong customer service skills and experience coordinating, troubleshooting and responding to customer service requests.
  • Demonstrated writing skill. Use of correct grammar, spelling, and punctuation to compose and edit documents effectively. Excellent proofreading skills.
  • Demonstrated skill in scheduling meetings and coordinating multiple calendars with corporate time or similar software.
  • Skill to evaluate, trouble-shoot inquiries and resolve concerns of staff, contractors, outside consultants, and members of the campus community in an objective and constructive manner.
  • Skill to establish priorities, follow plans and complete goals/objectives.
  • Skill to appropriately address inappropriate or unprofessional behavior.
  • Ability to exercise integrity and discretion in all matters and to protect confidential information as dictated by assignment or policy.
  • Ability to demonstrate and encourage the values of collegiality, and respect among supervisors and peers.
  • Ability to directly resolve problems through informal consultations and discussions at the lowest level possible.
  • Ability to understand, interpret, and apply University rules, regulations, and policies
  • Ability to make independent decisions in solving issues while adhering to the University of California and Berkeley campus policies.
  • Ability to initiate and maintain cooperative relationships with co-workers, managers and supervisors, clients, external service providers, and members of the campus community.
  • Must have the ability to research special projects as assigned and summarize findings in written reports.
  • Must be able to handle multiple tasks simultaneously under time constraints, with competing deadlines, conflicting demands, frequent interruptions and produce accurate, detailed work within established timeframes.
  • Strong customer service skills.
  • Ability to communicate effectively (both verbally and in writing)
  • Demonstrated ability to perform routine administrative functions (e.g. greet customers, answer inquires, answer telephones and field calls, maintain organized file systems etc.)
  • Ability to proofread work for accuracy.
  • Ability to work with diverse clientele using patience, tact, sensitivity and diplomacy.
  • Skills to evaluate issues and identify resolution.
Preferred Qualifications
  • Knowledge of BFS and BAIRS reporting systems.
  • Basic understanding or knowledge of the University environment, its mission, and operational needs.
  • Possess/develop a thorough understanding of Housing Facilities Services (HFS) and RSSP administrative policies and procedures as well as a basic understanding of campus fiscal processes.
  • Knowledge of facilities maintenance, construction, and custodial operations terminology.
Salary & Benefits
Salary will be commensurate with experience.

For information on the comprehensive benefits package offered by the University visit:

http://ucnet.universityofcalifornia.edu/compensation-and-benefits/index.html
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.
Equal Employment Opportunity
The University of California is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status. For more information about your rights as an applicant see: http://www.eeoc.gov/employers/upload/poster_screen_reader_optimized.pdf
For the complete University of California nondiscrimination and affirmative action policy see:
http://policy.ucop.edu/doc/4000376/NondiscrimAffirmAct