Administrative Assistant 3 (4722C), Cal Dining - 42095 About Berkeley
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Departmental Overview
At Cal Dining, we believe that "breaking bread together" is a unique aspect of dining on-campus with friends, faculty or staff. Our focus is on nourishing the Cal community, both for physical and social well-being, through customer-driven programs, culinary excellence and campus social responsibility.
Application Review Date
The First Review Date for this job is: September 21, 2022
Responsibilities
General Departmental Administration
Provide primary administrative support and manage daily office operations for central Cal Dining. Coordinate communication among departmental units. Attend meetings as required or requested. Direct and train student employees on projects and processes. Organize, schedule, coordinate, and provide administrative support for recruitment processes. Create, proofread, edit, update, and ensure timely distribution of: various documents, correspondence, operational calendar, manuals (e.g. Cal Dining organizational standard operating procedures, administrative desk manual), directories, etc. Ensure above materials are in proper business formats, accurate, grammatically correct, and handled confidentially, as required. Greet, direct, and provide information in a professional manner via phone, in person, and online to students, staff, faculty, and visitors regarding: general information for Cal Dining/RSSP, meal plans, debit cards, Cal Dining website, etc. Coordinate the maintenance, cleaning, fueling, and use of central Dining vehicles. Pick-up and distribute mail.
Purchasing / Recharges / Travel / Entertainment
Prepare, maintain, track, process, reconcile and correct errors in a timely manner for: travel and entertainment requests and reimbursement, recharges to other campus entities, transaction documents, financial reports (as requested), invoices, spreadsheets, etc. following appropriate University/departmental guidelines. Make low-value purchases for office supplies and related items. Follow up and resolve any problems related to the above. Coordinate and book travel and lodging arrangements. Determine and implement new methods for tracking and correcting procurement transactions that do not conform to UC Berkeley purchasing guidelines. Create procedures in order to ensure appropriate use.
Staffing Projects
Develop, track, coordinate, and maintain documentation, spreadsheets, databases, and computer systems related to staffing: employee transfers, academic year staffing, and summer scheduling and staffing, and performance evaluations. Draft and distribute documents related to staffing in a timely manner to ensure compliance with bargaining agreements and operational timelines.
Calendaring and Meetings
Coordinate all pre-meeting and post meeting activities such as: agenda items, background materials, room locations, transportation, notifications, equipment set up/take down, conference calls, catering, notes, follow-up on action items, and minutes.
Document Control
Develop and implement a document (both electronic and hard copy) control system in an effort to keep sensitive business and personnel records and files "up-to -date" with the most relevant and current information (as required by policy or statute of limitations). Organize, label/code, update and maintain departmental filing by pulling out-of-date information and redundancies.
Special Projects
Collect and analyze data required for special projects as directed; interpret and appropriately disseminate findings. Independent assignments (such as uniform expense tracking and handbook creation), special projects (such as coordinating training programs) and other relevant duties as assigned.
IIPP Statement
Works in a safe and responsible manner while not putting self or others at risk. This includes complying with applicable policies and regulations; using personal safety gear; observing warning signs; learning about potential hazards; and reporting unsafe conditions.
Required Qualifications
Intermediate to advanced knowledge of PC based software (MS Office - Word, Excel, PowerPoint, Visio). Must demonstrate ability to learn University systems. Demonstrated skill to create presentations and appropriate business documents using said software. Must know how to produce reports, organize and communicate information clearly and effectively. Must demonstrate knowledge of proper business formats and ability to prepare professional documents. Knowledge and experience coordinating, troubleshooting and responding to customer service requests. Must be detail oriented, take initiative, and possess the ability to organize and maintain records. Knowledge of safe work practices. Excellent interpersonal and organizational skills. Must have strong customer service skills. Demonstrated skill in scheduling meetings and coordinating multiple calendars with corporate time or similar software. Demonstrated record keeping and file management skills to organize, accurately document, and retrieve data in a variety of configurations (Hard Copy, Electronic, etc.). Effective oral (in person and/or by telephone) and strong written communication skills. Demonstrated writing skill. Use of correct grammar, spelling, and punctuation to compose and edit documents effectively. Excellent proofreading skills to review personal work as well as work of others. Skill to establish priorities, follow plans and complete goals/objectives. Skill to contribute as a team player in a respectful and professional environment. 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. Must be able to communicate clearly and effectively, both verbally and in writing, with staff, co-workers, campus staff in English (Bilingual a plus). Must be able to listen as well as to provide information succinctly, clearly, accurately. Ability to manage numerous details simultaneously. Must have the ability to research special projects as assigned and summarize findings in written reports.
Preferred Qualifications
Knowledge and experience gained in two or more progressive years of professional administrative, project, and fiscal experience in a professional office environment (preferably in a college and/or university setting). Knowledge and/or ability to learn of BFS and BAIRS reporting systems. Knowledge of accounting and budget management in order to organize and present data, often in contrast/coordination with financial information using spreadsheets and other computer applications. Experience in organization budget preparation/accounting practices. Basic understanding or knowledge and/or ability to learn of the University environment, its mission, and operational needs.
Salary & Benefits
This is a full-time (40 hours/week), career position, and eligible for full UC benefits. This position is a non-exempt, bi-weekly paid position. Hourly pay for this role is $25.65 (Step 1.0). For information on the comprehensive benefits package offered by the University visit: https://ucnet.universityofcalifornia.edu/compensation-and-benefits/index.html